Introducing collections: Improved work solutions for specific purpose and scope

This one is big. Folder-level sharing and, more generally, the ability to easily control who has access to what was the most requested feature in Smartsheet. Well, we listened, and we made it even better! The latest update to workspaces lets you create a curated subset of your workspace so each stakeholder can focus on what matters most to them.

We’re thrilled to announce collections, the latest update to workspaces!

Previously, building, managing, and sharing work in Smartsheet was inefficient, and sharing was limited to all-or-nothing. Often, collaborators received access to info they didn’t need or shouldn’t see, which caused untimely confusion, not to mention security concerns. It was also hard for admins to clearly understand who actually had access to what. Collaborators often spent tons of time switching between tabs, clumsily navigating between the myriad content they needed to get work done.

With collections, we’ve taken focus and collaboration to the next level. Now, work managers or builders can curate a subset of content geared to specific teams and roles right from the workspace they’re in. Unlike folder-level sharing, they can put the same assets in multiple collections, making sure everyone is on the same page. Collections empower each stakeholder to concentrate on just the pieces they need to get their job done. Instead of sharing an entire workspace or managing single shared assets, work managers have control over what level of access each stakeholder has to each asset in the collection. Collections also allow for multiple administrators, so you can deputize specific people to create and share them, so scale isn’t a problem. 

This allows the end users to quickly find and focus on the work that matters to them for more efficient collaboration. No more wasted time having to scroll or scan for the sheet they actually care about; everything they need is right there. It also ensures everyone stays on the same page. This keeps everyone on a need-to-know basis for better security and to hide sensitive data, AKA “how the sausage gets made.”

Collections also bring together all your Smartsheet content, including Dynamic Views and third-party/external content like Google docs, Power BI, Youtube links, etc., giving your team a single source of truth. This makes your project, program, or process more efficient and versatile in that work managers can address a broad range of use cases or business challenges, no matter how simple or complex.

The new workspace experience brings all the pieces you need to manage work’s little and big problems together. All work management occurs in the context of a workspace, which is the collaborative “heart” of the system. 

“These collections are extremely easy to set up and understand, super quick, fully  functional.”

-Brian Richardson, Iron Mountain

 And we’re just getting started. We're continuing to build out workspaces to make them even better. In addition to the benefits of collections, we’re focusing on scale and being able to take your workspace solutions even more seamlessly to the masses. To see for yourself or get your next solution jumpstarted, take a look here. Please let us know what you think; your feedback is critical to keeping us steered in the right direction. You can stay tuned for more updates on how Smartsheet is delivering on the promise of tomorrow by subscribing to our updates.

*Applies to Enterprise plans on the new user subscription model.