Admin permissions are required to change a user's access in Smartsheet.

Who gets to flip the switch on access? A quick question that reveals a lot about how teams stay secure and productive in Smartsheet.

In Smartsheet, permissions aren’t just about “who can edit this row.” They’re about governance, trust, and making sure the right people see the right stuff. When we map out who can do what, we’re basically drawing a safety net around sensitive information while keeping collaboration smooth. So, let’s tackle the scenario you’re likely to run into and unpack why one particular admin-level capability matters most.

The big answer you’ll want to remember

• Correct choice: D. Changing a user’s permission settings.

Here’s the why in plain English: an Admin permission level gives you the highest amount of control in a Smartsheet environment. Admins can grant, modify, or revoke access and roles for other users. That means they’re the people who decide who can view a sheet, who can edit it, who can share it outside the organization, and who can create new spaces for work. It’s a governance role—think of it as the person who keeps the keys to the entire building, not just the door to one room.

But let’s break down the other options to see why they usually don’t require Admin rights. This helps you see how permissions flow in real teams.

A quick tour of the other options

• Editing report criteria

• This is a common task for team members who rely on reports to track progress. If you have a role that lets you view and modify reports, you can change what data appears, filter conditions, and how it’s grouped. In most setups, this doesn’t demand Admin rights because report ownership and editing can be delegated to subject-matter experts who don’t need to control who accesses the underlying data.

• Creating a new sheet

• Building a new sheet is a creator-level activity. Someone with editing or authoring rights can start fresh sheets, copy templates, and structure data. Admin rights aren’t strictly necessary here, unless the new sheet touches sensitive areas or must be added to a secured workspace. This is where collaboration often shines—people who know the data best can innovate without waiting for a higher-up to grant access.

• Sharing a sheet with external users

• External sharing can be delicately balanced. Depending on an organization’s policies, you might share with external collaborators using guest access, with certain restrictions. In many environments, you don’t need Admin rights to enable that sharing; you just need the appropriate permission level on the sheet or workspace. The admin’s job, in part, is to set the policy, not to micromanage every single share. Still, if the share would export sensitive information beyond permitted boundaries, an Admin would step in to approve or adjust those settings.

Bringing it home: why Admin matters in everyday work

• Security first, collaboration second (and still strong)

• Admins guard the perimeter. They ensure that only the right people see sensitive sheets, dashboards, or payroll data. That guardrails approach reduces risk and helps teams move fast without tripping over data breaches or accidental edits by the wrong person.

• Clear ownership, fewer surprises

• When permissions are centralized, you know who has the authority to change access. That makes audits smoother and conversations about responsibility more straightforward. It’s not about bottlenecking work; it’s about making sure the right people are making the right calls.

• Flexible collaboration, with guardrails

• Admins can set policies that allow broad collaboration where it’s safe and tighten access where it isn’t. This balance is what lets teams spin up new sheets, reports, or workspaces quickly while keeping data protected.

A quick mental model you can carry with you

Think of Smartsheet permissions like a building’s access system. Admin rights are the master keys. They grant or revoke access to entire floors, or even the whole building, and they control who can alter the rules for entry. Most days, your work doesn’t need to be bound to that level of control. You might need a floor key to view a department spreadsheet, a room key to edit a specific project sheet, or a guest pass to collaborate with a contractor. Admins are the ones who decide who gets what kind of pass and when.

Practical tips for teams that want to stay secure and nimble

• Keep a clean permission matrix

• Document who has what level of access and why. Update it as roles change. A simple table or shared doc can save a lot of head-scratching later.

• Limit Admin access

• Reserve Admin rights for people who truly need them. It isn’t about distrust; it’s about reducing risk. When too many folks hold master keys, even small mistakes can cascade.

• Use role-based models

• Create role templates (Viewer, Editor, Admin, and any custom roles your team uses). Assign people to roles based on their needs, not their title. This makes onboarding and offboarding less chaotic.

• Separate duties

• If possible, separate the tasks of creating content from the power to assign permissions. This reduces the chance that a single misstep exposes sensitive data.

• Communicate changes

• If a permission change will impact a project or a team, give a heads-up. A quick note about who gained or lost access helps everyone adapt without surprises.

• Audit and review regularly

• Periodic checks on who has Admin rights, who can share externally, and who can edit sensitive sheets help keep security current. Like a routine tune-up, it prevents drift.

A friendly analogy to keep the idea memorable

Imagine your Smartsheet environment as a shared workspace in a busy co-working area. Admins are the building managers who decide who gets keys to which rooms, who can bring guests, and who can rearrange the furniture. Most folks don’t need a key to every door—just the ones they’re working in. When someone needs access to more sensitive rooms, the manager steps in to adjust the keys. That balance—trust in the right hands, with room to grow—keeps a project humming without turning chaotic.

Here’s a small aside that often helps teams visualize governance

If you’ve ever organized a large event or coordinated volunteers, you know the value of clear roles. Some people handle logistics, others manage communications, and a few hold the master list with the final say on who can edit it. In Smartsheet terms, Admin rights are that master list responsibility. It’s not about micro-managing; it’s about ensuring that the data stays accurate, secure, and accessible to the people who need it most.

Putting it all together

• When you weigh the four scenarios in your mind, the one that truly hinges on Admin permission level is changing a user’s permission settings. That’s where control and accountability meet. It’s the core function that ensures you don’t accidentally unlock the entire vault for everyone who clicks a link.

• The other tasks—editing report criteria, creating a new sheet, sharing with external users—are important, but they usually don’t demand the top-level authority. They’re the day-to-day collaboration tools that teams rely on to move fast and stay aligned.

• In practice, solid permission strategy means designating a small, trusted group of Admins, using clear roles, and maintaining a living record of who can do what. It’s not a mystery; it’s good governance dressed in practical, everyday work.

If you’re building your Smartsheet chops, keep this mindset handy: security and collaboration aren’t opposing forces. They’re two sides of the same coin. Admin rights exist to protect the sensitive stuff while empowering teams to do meaningful work. And once you see that balance, you’ll feel more confident navigating those permission prompts, knowing you’ve got a clear rationale behind each access decision.

Key takeaways at a glance

• Admin permission level is about controlling who can change who has access to what.

• Changing a user’s permission settings is the scenario that typically requires Admin rights.

• Other tasks like editing report criteria, creating a new sheet, or sharing with external users often don’t need Admin privileges, depending on policy.

• A thoughtful permission model supports security without stifling collaboration.

• Regular audits, clear role definitions, and documented decisions keep your Smartsheet environment healthy and trustworthy.

If you’ve been thinking through how those permission lines get drawn in your team, you’re not alone. It’s a common challenge in fast-moving projects, and getting it right pays off in smoother collaboration, stronger data protection, and a cleaner, more confident workspace for everyone involved. And that, in the end, is what good governance feels like in action.

Would you like a quick checklist you can keep by your desk for permission decisions? I can tailor one to your team’s size and role structure, so it fits into your everyday workflow without adding clutter.