- Who needs a license?
- How do I get a license?
- How can I determine the level of access needed when sharing content in Smartsheet?
- What is a provisional license?
- Can my collaborators update data in my sheets without a paid license?
- Who can I collaborate with?
- Is there a storage limitation?
- What is the data classification that Smartsheet is approved to hold?
- How do I contact Smartsheet support?
- Can I get assistance creating a Smartsheet process to assist with my use case?
- If I'm leaving the University, how do I transfer content (sheets)?
- What additional features are provided with the Smartsheet Enterprise Plan?
Who needs a license?
Users need a license to create new content (sheets), edit data in sheets, or make comments on sheets. Invited collaborators do not need a license to view content or submit data to forms, update requests, or dynamic views.
Click here for a detailed comparison.
How can I determine the level of access needed when sharing content in Smartsheet?
Collaborators are able to take the following actions based on their permission level in your sheet:
Viewer (Free – No paid license required):
- View all cell data and comments
- Export a sheet
- Download attachments
- Filter and sort rows
- Send sheet/report via email
- Create row-level reminders
- View baselines
Commenter (Requires paid license) – everything in Viewer plus:
- Add/edit comments
- Add/edit attachments
- Use Save as New to create a copy of the sheet
Editor (Requires paid license) – everything in Commenter plus:
- Edit data in unlocked cells
- Delete unlocked rows
- Insert rows
- Move rows within sheet or to another sheet
- Create saved filters
- Share the asset (if “can share” is selected)
Admin (Requires paid license) – everything in Editor plus:
- Edit data in locked cells
- Insert/delete columns
- Hide/unhide columns
- Conditional formatting
- Create shared filters
- Rename asset
- Publish asset
- Create/edit workflows
- Create/edit forms
- Change sharing permissions
What is a provisional license?
The University Smartsheet tenant allows any University user to auto-provision themselves a Viewer (free) account upon logging in to smartsheet.rochester.edu.
The first time a Viewer takes an action that requires a paid account (see FAQ above), they are granted a provisional license to use Smartsheet as a paid user. Each quarter, the University is required to reconcile provisional users and either issue them a paid license or revoke their provisional license and return them to a Viewer account. If you are issued a provisional license, you will receive communication from University IT when it is time to either purchase a license through the UR Tech Store or become a Viewer account.
Can my collaborators update data in my sheets without a paid license?
Individuals without a paid Smartsheet license can contribute to your sheets using the following features:
- Forms – submit new data to your sheet via a web form.
- Update Requests – send a request to an individual to update data in your sheet. Update Requests can be scheduled, triggered by an action, or manually initiated.
- Dynamic View – collaborators can edit data directly in Dynamic Views shared with them.
Who can I collaborate with?
Licensed users can share sheets with other University of Rochester Smartsheet users.
What is the data classification that Smartsheet is approved to hold?
Smartsheet is secure and approved for low, medium, and high risk data.
How do I contact Smartsheet support?
Smartsheet support can be contacted via email using their webform: https://help.smartsheet.com/contact/smartsheetapp
Can I get assistance creating a Smartsheet process to assist with my use case?
The University’s Smartsheet plan includes unlimited access to the Smartsheet Pro Desk. The Pro Desk offers one-on-one time with a Smartsheet expert to give you an advantage in your setup time and help understand the tool’s abilities and best practices. To register for a 30-minute session:
- Visit https://supportportal.smartsheet.com/.
- Choose “Sign in with Smartsheet.”
- Choose “Sign in with Microsoft.”
- At the top of the page, select Pro Desk.
- Choose “Schedule New Appointment.”
If I'm leaving the University, how do I transfer content (sheets)?
Departing employees should work with their manager to identify new owners for Smartsheet workspaces.
What additional features are provided with the Smartsheet Enterprise Plan?
The Enterprise plan includes access to four premium applications, including Calendar App, DataMesh, Dynamic View, and Pivot App. Learn more and find step-by-step instructions on our Tutorials page.