To invite non-licensed users to collaborate in Smartsheet, you can assign them Editor permissions on specific sheets, reports, or dashboards. Here’s what they can and cannot do: What Non-Licensed Editors Can Do: • Edit Data: They can update cell content, add information to rows, and make edits where allowed. • Collaborate on Reports and Dashboards: They can view and interact with shared reports and dashboards. • Work with Existing Content: They can engage with pre-configured elements, such as entering data or uploading attachments. What They Cannot Do: • Structural Changes: They can’t modify the structure of a sheet, such as adding, renaming, or deleting columns. • Manage Permissions: Non-licensed users do not have the ability to control sharing settings or permissions. • Create or Own Sheets: They cannot create new sheets, reports, or dashboards, nor can they become the owner of any item. Non-licensed users are intended to collaborate on existing data rather than drive processes or manage the sheet’s setup. This role is often beneficial when you need stakeholders or team members to contribute data without needing a full Smartsheet license. For more detailed information about sharing permissions and non-licensed roles, you can explore this Smartsheet help article: help.smartsheet.com/learning-track/free-users/user-types-and-permissions To invite someone as an editor in Smartsheet, follow these steps: 1. Open the Sheet or Report: Navigate to the item you want to share in Smartsheet. 2. Click the Share Button: This button is located in the upper-right corner of the screen. 3. Enter Email Address: In the “Invite people and groups” field, type the email address of the person you want to invite. 4. Set Permission Level: Choose “Editor - Cannot Share” from the dropdown menu to allow them to edit content within the sheet or report. 5. Customize the Message (Optional): You can add a personal message to the invitation. 6. Click Share: The recipient will receive an email with access to the sheet at the designated permission level. Keep in mind that while editors can modify data within the sheet, they cannot alter its structure (such as changing column types) unless they have a licensed account. This ensures they can focus on contributing data without impacting the sheet’s setup. For more detailed instructions on sharing permissions, visit the Smartsheet Learning Center here: help.smartsheet.com/articles/520104-share-sheets-reports
Not sure if it wasn’t covered but when collaborating, our team uses track changes which captures items in a document. With the example shown, I would need to take the feedback and make the suggested changes. Does the download feature overcome this? If not then the proof feature adds additional work.
I wouldn’t recommend using this in place of Word document tracked changes. This is better for design/marketing deliverables and videos. Especially if the designs/videos are created in a software that not everyone on the team has access to. I hope this is helpful!
Hi Kandis, great video. Wanted to ask if this would be a good tool to use if you need to have people reviewing construction drawings? If so, would they be able to easily make edits to the CDs if need-be? Thanks in advance.
Hello R.M.! Yes, I think it would be a good tool. However, whether or not you can make edits directly to the CDs in Smartsheet will depend on the file type. With supported file types, there's full integration for previewing and annotation. With unsupported file types, you can still take advantage of Smartsheet's proofing features to manage communication and request updates. Smartsheet does integrate with Creative Cloud. Check out this link for more details: help.smartsheet.com/learning-track/smartsheet-intermediate/proofing
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I need to give limited access to my employees like on can update data dont change any think possible?
To invite non-licensed users to collaborate in Smartsheet, you can assign them Editor permissions on specific sheets, reports, or dashboards. Here’s what they can and cannot do:
What Non-Licensed Editors Can Do:
• Edit Data: They can update cell content, add information to rows, and make edits where allowed.
• Collaborate on Reports and Dashboards: They can view and interact with shared reports and dashboards.
• Work with Existing Content: They can engage with pre-configured elements, such as entering data or uploading attachments.
What They Cannot Do:
• Structural Changes: They can’t modify the structure of a sheet, such as adding, renaming, or deleting columns.
• Manage Permissions: Non-licensed users do not have the ability to control sharing settings or permissions.
• Create or Own Sheets: They cannot create new sheets, reports, or dashboards, nor can they become the owner of any item.
Non-licensed users are intended to collaborate on existing data rather than drive processes or manage the sheet’s setup. This role is often beneficial when you need stakeholders or team members to contribute data without needing a full Smartsheet license.
For more detailed information about sharing permissions and non-licensed roles, you can explore this Smartsheet help article:
help.smartsheet.com/learning-track/free-users/user-types-and-permissions
To invite someone as an editor in Smartsheet, follow these steps:
1. Open the Sheet or Report: Navigate to the item you want to share in Smartsheet.
2. Click the Share Button: This button is located in the upper-right corner of the screen.
3. Enter Email Address: In the “Invite people and groups” field, type the email address of the person you want to invite.
4. Set Permission Level: Choose “Editor - Cannot Share” from the dropdown menu to allow them to edit content within the sheet or report.
5. Customize the Message (Optional): You can add a personal message to the invitation.
6. Click Share: The recipient will receive an email with access to the sheet at the designated permission level.
Keep in mind that while editors can modify data within the sheet, they cannot alter its structure (such as changing column types) unless they have a licensed account. This ensures they can focus on contributing data without impacting the sheet’s setup.
For more detailed instructions on sharing permissions, visit the Smartsheet Learning Center here:
help.smartsheet.com/articles/520104-share-sheets-reports
Not sure if it wasn’t covered but when collaborating, our team uses track changes which captures items in a document. With the example shown, I would need to take the feedback and make the suggested changes. Does the download feature overcome this? If not then the proof feature adds additional work.
I wouldn’t recommend using this in place of Word document tracked changes. This is better for design/marketing deliverables and videos. Especially if the designs/videos are created in a software that not everyone on the team has access to. I hope this is helpful!
Hi Kandis, great video. Wanted to ask if this would be a good tool to use if you need to have people reviewing construction drawings? If so, would they be able to easily make edits to the CDs if need-be? Thanks in advance.
Hello R.M.! Yes, I think it would be a good tool. However, whether or not you can make edits directly to the CDs in Smartsheet will depend on the file type.
With supported file types, there's full integration for previewing and annotation. With unsupported file types, you can still take advantage of Smartsheet's proofing features to manage communication and request updates. Smartsheet does integrate with Creative Cloud.
Check out this link for more details:
help.smartsheet.com/learning-track/smartsheet-intermediate/proofing
Thanks for this
Thanks for watching, Sonya!
wow, hard to concentrate!
Best of luck on your projects!