This week, we'll show you how to use a workspace in Smartsheet to organize your projects and save time with your team. Whether you're working with a project team, your department, or even external clients, placing shared information in a workspace can bring a whole new level of streamlined organization to your group’s process.
Workspace Basics – Getting Started
Workspaces allow groups of users to easily access a set of related sheets, reports, and templates.
To create a new workspace:
- Click the Home tab, to the left of your sheet tabs.
- Click the Create New button above your Sheets folder in the left panel and select New Workspace.
- Enter a name for the workspace and then press [Enter]. The new workspace appears in the Workspaces heading in the left panel of the Home tab.
Once you've created your new workspace, you can start branding, sharing, and moving sheets into it.
Use workspaces to make it even easier for your team to get things done – organize everything you need for your project, team, or client in one workspace, then use some of these ideas and watch your productivity soar.
Share Once, Use as Needed
When you set up a workspace for your colleagues, you create a common area for your team to easily access all important project documents.
Sounds a lot like a folder, doesn't it? Workspaces are more powerful when it comes to sharing permissions. Share your workspace with your team just as you would share a sheet – determine Admin, Editor, or Viewer permission for collaborators.
Once you drag a sheet into your workspace, that sheet will automatically adopt whatever permission settings you've applied to your workspace. The workspace permissions you've set for your team apply to any sheet, report, or template that is saved in or dragged into the workspace - no need to share items individually.
You’ll save time since you don’t have to re-enter the permissions for each sheet and when you need to unshare an item from the group, just drag it out of your workspace.
Unique Branding
If you’re working with different clients, you can create a more personalized experience by applying their logo and colors to the workspace you share with them. You’ll also be able to easily identify which client you’re working on as you switch between sheets and different projects.
Customize your workspace by right clicking on the workspace name and selecting Workspace Colors and Logos.
Custom Templates
If you’ve created a custom group of templates for your team, drop them in a workspace to make them available for use and easy for others to find. This makes your templates easily accessible to your team when they're starting a variety of new projects.
Create your own workspace labeled ‘Templates’ and you're on your way to creating your own template gallery.
Organization Within
Use folders in your workspace to create a common structure. Organize folders by departments involved in a project, or clients you are currently in contact with.
Unlike folders that are not in a workspace and only seen by you, folders in workspaces will be seen by all users shared to the workspace.
Back Up Your Sheets
Since Smartsheet is in the cloud, you can securely access your information from anywhere.
When you want to save your sheets to your desktop, you can request a backup of any of your sheets. Back up in just a click of a button, from an individual sheet – or save a ton of time by requesting a backup of your whole workspace.
Back up a sheet or a workspace by:
- Right Click on the Workspace - [Cmd] + Click on a Mac
- Select Request Backup, or Schedule Recurring Backup to have a back up automatically performed.
Your data is now out of the cloud and in your hands for utilizing offline.
Til next week, dig in and explore!
- The Support Team