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Edit option to colloborators

Jayadevan V
Jayadevan V ✭
edited 12/09/19 inArchived 2016 Posts

Hi,

I am new user to Smartsheet. Would like to know whether I can create a filtered Report with selective columns and then send to colloborators for editing. I understand that to achieve report editing, need to give complete share to the sheet ?

I want to restrict users to use only the rows and columns that are permited to use.

Thanks in advance.

Regards,

jay

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Comments

  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jay,

    Depending on your use case, you may want to create separate Reports for each user.

    Build the "Who?" portion in the Report Builder with each user.

    You can also set the columns visible in the Report Builder.

    And then you'll Share the Report with each individual user.

    Hope that helps.

    Craig

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  • Jayadevan V
    Jayadevan V ✭

    Thanks for the support

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  • Jayadevan V
    Jayadevan V ✭

    Thank you.

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  • Jayadevan V
    Jayadevan V ✭
    edited 03/20/16

    Hi Craig

    I have assigned user called "[email protected]" in "WHO". Then I have logged in as[email protected]from my mobile, but unable to see the records.

    I gave full sharing to the sheet, then the filtered report is coming correctly.

    Please help.

    Regards,

    Jay

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jay,

    Share the Report and the Sheet. If the person is not a licensed user to the Sheet, then they won't be able to see the data.

    Craig

    SS_Comm_JayK_01.jpg

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  • Travis
    Travis Employee
    edited 03/22/16

    Craig, that is not entirely correct... If you share a sheet with a user - regardless of if they are licensed or non licensed - they will have access to all the data in the sheet.

    Jay, to answer you question - in order to see and edit the data in a report, they will need to be shared to the underlying sheet which will give them access to the data in that sheet.

    The only open to give users editor access to a subset of a sheet is to use Update Request which can be set to include specific rows and columns. These expire after each use but can be set to send on a recurring basis.

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    All,

    Jay shared the Sheet and the Report with me.

    Here's some screen shots to go over the problems.

    Which are:
    1.没有报告正确的列
    2. The column is not the correct type
    3. And likely the sheet is not shared to the users wanting to see the data (see Travis' comments above)
    So on to the details.
    The criteria (Who?) is looking at the Assigned To column, but there is another column where the Technician's name is entered.
    Lastly, there is a work-around here that I had not considered before.
    By having a "dummy" email (corporate or gmail) where someone has gone ahead with the process of getting a real account with that address, then everyone could log in using that VERY non-secure email address and see a Report that was using the AND condition for their names. You'd need to build a report for each, but you have to do that anyway.
    Feature Request: Report on "Me" as the criteria.
    So, Sally opens up the Sally Task Report by using the dummy email account and she sees her tasks without being shared to the sheet - of course the dummy email is and as soon as someone figures that out they can access the system. As I said, a VERY non-secure solution but I can see a VERY non-secure usage for it.
    NOT RECOMMENDED.
    Craig

    Reports_not_working-01.jpg

    Reports_not_working-02.jpg

    Reports_not_working-03.jpg

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Oh, and yes Travis. Got me again.

    Craig

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  • Jayadevan V
    Jayadevan V ✭

    Thanks for the detailed narration. I will recheck and confirm to you.

    Thanks once again.

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This discussion has been closed.

Categories

No. In your formula from your post just before my last one, you were adding together 3 different joins. The first one has a different syntax from the 2nd and 3rd. The 2nd and 3rd have the correct syntax already.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":109176,"type":"question","name":"How to check a box if exact text is found within a string of text","excerpt":"Hello, I am trying to place a check in a box when some exact text is found within a string of words. I am looking to place a check when \"TAC\" is found in a string of words. Here's the formula I am using, but its not working. No error message, but is not selecting the checkbox appropriately. =IF(HAS([Column Name1]@row,…","snippet":"Hello, I am trying to place a check in a box when some exact text is found within a string of words. I am looking to place a check when \"TAC\" is found in a string of words. Here's…","categoryID":322,"dateInserted":"2023-08-19T01:53:52+00:00","dateUpdated":null,"dateLastComment":"2023-08-19T17:54:54+00:00","insertUserID":149359,"insertUser":{"userID":149359,"name":"Jen H.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20H.","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!uzlXJ-dimro!oc1UqANVjEQ!GEwnp-NhEjM","dateLastActive":"2023-08-19T18:02:04+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":149359,"lastUser":{"userID":149359,"name":"Jen H.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20H.","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!uzlXJ-dimro!oc1UqANVjEQ!GEwnp-NhEjM","dateLastActive":"2023-08-19T18:02:04+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":36,"score":null,"hot":3384878926,"url":"https:\/\/community.smartsheet.com\/discussion\/109176\/how-to-check-a-box-if-exact-text-is-found-within-a-string-of-text","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109176\/how-to-check-a-box-if-exact-text-is-found-within-a-string-of-text","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":109176,"commentID":391532,"name":"Re: How to check a box if exact text is found within a string of text","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391532#Comment_391532","dateInserted":"2023-08-19T17:54:54+00:00","insertUserID":149359,"insertUser":{"userID":149359,"name":"Jen H.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20H.","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!uzlXJ-dimro!oc1UqANVjEQ!GEwnp-NhEjM","dateLastActive":"2023-08-19T18:02:04+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-19T17:54:00+00:00","dateAnswered":"2023-08-19T02:33:27+00:00","acceptedAnswers":[{"commentID":391518,"body":"

HAS() will only return true under three conditions.<\/p>

  1. The cell is a multicontact cell and contains a match for the contact<\/li>
  2. The cell is a multiselect dropdown and contains a match<\/li>
  3. The cell is not a multicontact or multiselect dropdown and contains ONLY and EXACTLY the text you are matching against. <\/li><\/ol>

    I am assuming your row in question is a standard Text\/Number cell? If so, you will need to get somewhat creative with some CONTAINS() statements.<\/p>

    This will narrow down your matches to only cells that contain a space both before and after TAC. If, however, TAC can appear as the first or last \"word\" in the cell, it would not match in that circumstance as there would only be a space on one side.<\/p>

    =IF(CONTAINS(\" TAC \", [Column Name1]@row), 1, 0)<\/p>


    <\/p>

    If TAC can appear as the first or last \"word\" in the cell, this will cover those possibilities as well.<\/p>

    =IF(OR(CONTAINS(\" TAC \", [Column Name1]@row), LEFT([Column Name1]@row, 4) = \"TAC \", RIGHT([Column Name1]@row, 4) = \" TAC\"), 1, 0)<\/p>


    <\/p>

    If it is possible that TAC will be the exact entry of the cell, you will need an additional statement to cover that, as there would not be spaces on either side. This will add that option.<\/p>

    =IF(OR(CONTAINS(\" TAC \", [Column Name1]@row), LEFT([Column Name1]@row, 4) = \"TAC \", RIGHT([Column Name1]@row, 4) = \" TAC\", [Column Name1]@row = \"TAC\"), 1, 0)<\/p>


    <\/p>

    If there are other situations you may have in your sheet, i.e., TAC inside parenthesis, or before or after punctuation, etc, you will additional statements to include those options as well.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"}]},{"discussionID":109146,"type":"question","name":"Identify Workflow from ID?","excerpt":"Good morning, got a random one. Is there any way to identify what sheet or workflow an automation ran from? I got a rogue automation this morning, and I don't know what sheet it lives in. However, I noticed at the bottom of the email, there is an ID number, similar to a sheet or row ID. Is there any way, maybe with the…","snippet":"Good morning, got a random one. Is there any way to identify what sheet or workflow an automation ran from? I got a rogue automation this morning, and I don't know what sheet it…","categoryID":321,"dateInserted":"2023-08-18T14:25:47+00:00","dateUpdated":null,"dateLastComment":"2023-08-19T08:29:31+00:00","insertUserID":137019,"insertUser":{"userID":137019,"name":"Samuel Mueller","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Samuel%20Mueller","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B9G8B70WXQWC\/nKTI46EH9WQOM.jpg","dateLastActive":"2023-08-18T20:30:29+00:00","banned":0,"punished":0,"private":false,"label":"Overachievers"},"updateUserID":null,"lastUserID":161820,"lastUser":{"userID":161820,"name":"Hamza1","title":"Mr","url":"https:\/\/community.smartsheet.com\/profile\/Hamza1","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-20T04:58:20+00:00","banned":0,"punished":0,"private":false,"label":"Moderator"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":4,"countViews":50,"score":null,"hot":3384804918,"url":"https:\/\/community.smartsheet.com\/discussion\/109146\/identify-workflow-from-id","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109146\/identify-workflow-from-id","format":"Rich","tagIDs":[227,334,448],"lastPost":{"discussionID":109146,"commentID":391519,"name":"Re: Identify Workflow from ID?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391519#Comment_391519","dateInserted":"2023-08-19T08:29:31+00:00","insertUserID":161820,"insertUser":{"userID":161820,"name":"Hamza1","title":"Mr","url":"https:\/\/community.smartsheet.com\/profile\/Hamza1","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-20T04:58:20+00:00","banned":0,"punished":0,"private":false,"label":"Moderator"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/EYR2B79VH1AY\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-18T19:37:53+00:00","dateAnswered":"2023-08-18T19:10:30+00:00","acceptedAnswers":[{"commentID":391468,"body":"

    Yeah. That does sound like it could take awhile. Haha. And if you knew the sheet I'd, you'd be able to just jump to it in SS instead of needing the api.<\/p>


    <\/p>

    Maybe a product enhancement request to expand the workflow portion of the api to include the sheet id is in order.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":227,"urlcode":"api-and-developers","name":"API and Developers"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":448,"urlcode":"workflows-in-smartsheet","name":"Workflows in Smartsheet"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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