Feature Overview Video
SmartSuite enables users to share specific data through Shared Views, allowing both internal and external stakeholders to access information without requiring additional user licenses. These views are read-only and adapt seamlessly across devices, including mobile phones, tablets, and desktops.
Details | Answers |
Plan Availability | All paid plans |
Permissions | Administrators and Solution Managers: Can configure and manage shared views. Anything with the link can access the sharable version of them. |
What Are Shared Views?
Shared Views allow you to share specific data from your SmartSuite solutions as read-only links or embedded content. These views adapt to any device, making them accessible on mobile phones, tablets, or desktops without requiring additional user licenses.
Types of Shared Views
Grid View: Presents data in a tabular format.
Card View: Displays information in card-style layouts.
Gantt View: Provides a visual timeline for project tracking, managing tasks, dependencies, and deadlines.
Kanban and Calendar Views: (Coming soon)
How to Configure a Shared View
Navigate to the Desired View:
Open the view you wish to share. Select Share View in the Toolbar.
Customize the Display:
Apply necessary filters, sorting, and grouping.
Select fields to include, ensuring only relevant content is shared.
Enable Sharing:
Click the "Share View" button in the solution toolbar and toggle it on.
Choose a Sharing Option:
Shareable Link: Generates a unique URL to share the view in read-only mode.
Embed Code: Provides a code snippet to embed the view into a webpage.
Adjust Sharing Settings (Optional):
Share All Fields: Displays only the fields included in the view.
Allow Data Export: Enables viewers to download content.
Allow Record Opening: Allows viewers to open individual records.
Display Toolbar: Hides or shows the toolbar with view controls.
Restrict Access with Passcode: Adds a password requirement for access.
Share the Link or Embed Code:
Copy the link or embed code and share it via email, instant message, or other communication tools.
Important Notes:
Links can be refreshed to invalidate previous ones.
Embed codes can include the parameter
?header=falseto hide the header.
Managing Shared Views
Identifying Shared Views:
Shared views display an icon over the view icon.
Within each shared saved view, a message will display indicating the shared state.
Regenerating a Shared View Link:
If a distributed link needs to be deactivated, click the Regenerate icon. The old link will become inactive, and a new link will be generated for sharing.
Disabling a Shared View:
Open the "Share View" dialog for the shared view.
Toggle the sharing switch off.
Sharing is immediately disabled, but the link remains reusable if re-enabled later.
Practical Scenarios and Use Cases
Sharing Customer Feedback:
Scenario: A support team gathers feedback from customers and needs to share it with other departments.
Solution: Use a Shared Grid View to display customer feedback, applying relevant filters for clarity.
Providing Status Updates to Clients:
Scenario: A project team wants to keep clients updated on progress without granting them full access.
Solution: Share a read-only view with clients, ensuring they can track progress without altering data.
Sharing Marketing Reports:
Scenario: A digital marketing agency needs to share campaign reports with customers.
Solution: Use an embed code to integrate the shared view into a branded client portal.