Feature Overview Video
Grid View is a powerful interface that lets you filter, sort, group and highlight your data as you work with it in SmartSuite. With the Shared Grid View feature available from the Saved View (Reporting) Toolbar, you can use this display to communicate information stored in SmartSuite with anyone, regardless of whether they can log in to your account. No additional user licenses are required to view Shared Grid data.
When Share View is enabled, the system generates a unique URL that will open the contents of the current Grid View in a read-only Web page that adapts to the device it is opened on. Mobile, tablet and desktop users will all have access to a view you have shared, applying the specified filters, sorting and grouping.
Uses
Shared Grid Views allow you to easily share information with co-workers, colleagues or clients - whether they are members of your SmartSuite workspace or not. You select the view that you would like to share, and just click the Share View button. You can copy the link to include it in an instant message, an email, or even a SmartSuite automated action.
We’ve seen them used for some of these purposes:
Sharing customer feedback and comments
Providing status updates to clients
Digital marketing agencies sharing drafts with their customers
Sharing of anonymous feedback with employees
Providing assessment or audit data to third parties
Delivering summary reports to senior management
Shared Grids are presented to users as Web pages that display correctly on any device. You can even include the contents of a Shared Grid View in a Custom HTML Widget in a SmartSuite dashboard.
Configuring Shared Grid View
To configure a new Shared Grid View:
Navigate to the Grid View you want to share
Make sure that the filters and selected fields display the content you want to share
Click Share View, the last option on the Saved View toolbar
Copy the generated URL and paste it into any type of communication to share it with your intended recipients
Only the fields displayed in the Grid are available in this shared display, allowing you to exclude content from the report and tailor its display to your intended audience.
NOTE: The URL for the shared view is generated randomly, so it should be hard to guess. Anyone who has the link (or shares it with someone else) will have access to the shared grid. We are planning on adding a passcode function in a future release that will require the accessing user to know a code to display the Grid View's data. |
Regenerating a Shared Grid Link
If you ever need to remove access to your Shared Grid and want to deactivate a link you have already distributed, you can regenerate the link. Just click the Regenerate icon (shown in the image below) and the old link will be inactivated instantly, replaced by a brand new link that you can choose to share.
Disabling Shared Grid View
If you no longer wish to share a Grid View, it's easy to do. Just click the Disable Share View Link text in the lower right-hand corner of the Share View dialog, and sharing is immediately disabled.
Note that disabling deactivates the current shared link. Re-enabling sharing will generate a new link that will have to be provided to those individuals you want to have access.
Managing Shared Grid View
You can easily identify which views are shared through the blue icon over the view icon.
As well as when you have the view open:
Display Controls
Enhancements have been made to the Shared Grid View, allowing Solution Managers to select whether they want to:
Share all fields:
Only allow users to view fields that are included in this view and restrict them from seeing all available fields in this Table
Allow data to be exported:
Allow viewers to download shareable content into a file
Allow viewers to open records:
If enabled, viewers can open individual records
Display toolbar:
If turned off, toolbar with view controls will not be displayed
Restrict access with a passcode:
Users will be required to enter a password, prior to being provided access to the shared view
Hide Header
Customers have requested that we provide a bit more flexibility on the Shared Grid view, controlling how it will look when either opened in a browser or embedded into another site.
We have added a URL parameter header=false that disables display of the header. In this mode, the padding is removed so that it will embed seamlessly.
NOTE: if you append a header parameter to the end of the embed URL, you can control whether the shared grid will display a header. This value was originally not included in the generated URLs but any older embed can be updated to use it - simply add ?header=false to the embed Widget URL manually
