Sharing Saved Views

How to share data and manage shared views

Emma Montgomery avatar
Written by Emma Montgomery
Updated over a week ago

With the Shared Grid View/Card 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 or Card View data.

Shared Grid View

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.

Shared View Uses

Shared Grid Views or Card 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.

Sharing with your SmartSuite workspace members

Click on the three-dot dropdown next to " + New Record" and selecting "Copy link."

This link will take the recipient directly to the Grid View.

External SmartSuite Users: Grid View

You can share a saved Grid view to anyone without a SmartSuite account in a read-only form by selecting "Share view" in the solution toolbar.

You can select from the following sharing options:

  1. Shareable Link: Anyone will this link and when the Shared view link is enabled will see this view in a read-only state. Simply copy the link and

    Note: This link can be regenerated through the refresh button.

  2. Embed code: Embed this View on another website page by copying the code and pasting it to the desired location.

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

Accessing Share View

Here is how to access the Shared View option:

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

Managing Shared Views

From the view dropdown, you can easily see which views are currently being shared through the blue icon over the view icon:

Within each shared Saved view, a message will display indicating the shared state:

Disabling Shared Grid View

If you no longer wish to share a Grid View, it's easy to do. Just click the toggle switch in the upper right corner of the Share View dialog, and sharing is immediately disabled.

Note that disabling deactivates the current shared link, but it doesn't invalidate the link. You can re-enable it in the future if you so desire.

Did this answer your question?