You can restrict access to specific rows in Smartsheet using Row Permissions

A quick truth about teamwork: some data doesn’t belong to everyone. In Smartsheet, you can keep the right rows visible to the right people without locking up the entire sheet. That’s where Row Permissions shines. It’s the tool you reach for when you need row-level access, not blanket sheet access.

Why row-level access matters

Think about a cross-functional project with sensitive financials, HR notes, and marketing plans sitting side by side. If every collaborator can see everything, you risk confusion, mistakes, and a few awkward conversations. When you can hide or restrict specific rows, you protect confidential information and keep collaboration flowing smoothly.

• Data integrity stays intact. People only touch what they’re allowed to touch.

• Confidentiality is respected. Sensitive rows stay in the right hands.

• Collaboration doesn’t break down. Teams still work in the same sheet, just with cleaner boundaries.

What’s on the menu for access control in Smartsheet

Smartsheet offers a few ways to manage who sees what, and they’re not all the same.

• Row Permissions (the hero): This is the precise tool for restricting access on a per-row basis. You can decide who can view or edit individual rows or groups of rows. It’s ideal when you need granular control in the same sheet.

• Sheet Permissions: This locks down the entire sheet. If you’re sharing a sheet with a broader audience but want to limit what they can do, Sheet Permissions are your go-to. It’s not about the rows; it’s about the whole sheet.

• Locked View: This creates a specific view configuration for certain people. It’s great for presenting a curated subset of data, but it doesn’t inherently enforce row-by-row security. It’s more about what you show than who can see what’s in the underlying data.

• Row Security (not a Smartsheet term): You’ll see references out there, but in Smartsheet the precise approach is Row Permissions. It’s the tool that actually does the granular work.

Here’s the thing: if your goal is to keep certain lines private while letting others collaborate, Row Permissions is the clear fit. It was built for that precise control, while the other options serve broader sharing or presentation needs.

How Row Permissions actually works (high level)

Let’s keep this practical and easy to picture. Row Permissions lets you assign access to rows to specific people or groups. You maintain a single sheet, but you slice who can view or edit what. The result is a tailored experience where sensitive rows stay out of the wrong hands, and everyday work isn’t bottlenecked by permissions gymnastics.

A simple mental model:

• You mark the rows that contain sensitive data (for example, budget figures, payroll notes, vendor quotes).

• You choose who gets to see or edit those rows (finance, HR, or a specific teammate or team).

• You keep the rest of the sheet fully accessible to the wider group with standard permissions.

If you want a quick path to setup, these are the typical steps people follow:

• Confirm Row Permissions are available on your plan (these features aren’t on every Smartsheet tier by default).

• Select the rows you want restricted.

• Open the Row Permissions tool and designate the viewers or editors for those rows.

• Save and share the sheet with the broader audience at the level you need.

• Test with a guest account to confirm the right people can see what they’re supposed to.

Real-world scenarios, made simple

• Finance dashboards: Your cash flow tab has rows with salary details or sensitive vendor pricing. Give the finance team view/edit rights on those rows, while marketing can see the rest of the sheet.

• HR processes: Employee data, performance notes, or disciplinary records—restrict these to HR-only rows, and let others view the menu of tasks without peeking at private data.

• Project governance: You might have a row where a risk issue sits, and only program managers can view or update it while teammates stay informed about other tasks.

A few practical tips to keep things calm and productive

• Keep naming consistent: When you set up row groups (for example, “Finance Only,” “HR Access Only”), people will quickly learn how to navigate permissions.

• Test for every scenario: Use a test account or ask a trusted colleague to verify who can see which rows. It’s much easier to fix a mismatch early.

• Pair with locking for clarity: A Locked View is handy for presenting a customer-facing snapshot. It isn’t a substitute for actual row-level restrictions, but it can reduce confusion when you share a version of the sheet without exposing sensitive rows.

• Review regularly: Projects change, people come and go. Schedule a quarterly permission check to make sure the right rows stay in the right hands.

• Document the policy: A short, shared note about who can view or edit which rows helps prevent ad hoc changes that erode security.

Common missteps to avoid (and how to course-correct)

• Overextending access unintentionally: It’s easy to forget that a single row affects what someone can see across the sheet. If someone needs something, ask whether it belongs in the restricted set or the open set.

• Not testing with real users: If you only test with admins, you might miss friction real collaborators encounter. Bring in a few actual users to validate the experience.

• Confusing view with access: Locked View is about presentation; Row Permissions is about actual access control. Keep them separate in your mind and in practice.

• Ignoring changes in teams: As teams shift, update who has access. A quick quarterly audit saves headaches later.

Why Row Permissions is a natural fit in Smartsheet’s core toolkit

Row Permissions sits in a sweet spot: it matches the realities of modern teamwork. You don’t want to create multiple sheets for every data subset, and you don’t want to drown the signal in noise by letting everyone see everything. Row Permissions offers a balanced approach—granular control without multiplying your maintenance burden. It’s the kind of feature you wish you had in every collaboration tool: precise, practical, and easy to use once you see it in action.

Bringing it all together

If you’re designing a Smartsheet that teams actually rely on—where people can contribute without tripping over confidential data—Row Permissions is your go-to move. It’s not about locking people out for the sake of it; it’s about giving teams a clear, reliable way to work with the data that matters to them. The rest of the sheet stays alive and shared, while sensitive rows stay in their lane.

For teams new to this capability, a simple habit can make a big difference: start small. Identify a few high-sensitivity rows, unlock them for the right people, and watch how smoother collaboration becomes. Then scale up as needed, keeping guardrails in place and a watchful eye on governance.

Final thought: in any data-driven project, trust is built on clarity. Row Permissions deliver that clarity by ensuring the right people see the right rows. When teams trust what they’re looking at, they move faster, coordinate better, and deliver outcomes that feel almost effortless. And that, after all, is the goal of good software—powerful, practical, and human at its core.