Understanding why some users don't see data in a shared Smartsheet report

Why can’t they see data in a shared Smartsheet report?

If you’ve ever shared a Smartsheet report and noticed some data isn’t visible to the recipient, you’re not alone. Reports look like one tidy window into your work, but they pull information from several sheets backstage. And that backstage access isn’t granted by simply sharing the report itself. The key twist: a person can see the report, but still be in the dark about the data if they don’t have access to the sheets feeding that data.

Let me explain how this works in plain terms. A report is essentially a snapshot that gathers columns and rows from multiple sheets. It’s convenient and fast, but it doesn’t override the permissions set on those source sheets. If a user isn’t allowed to view a source sheet, the report can’t show the data from that sheet to them—even if the report is shared with them. In short: access to the report is not a blanket pass to every sheet that pushes data into it.

The two layers of access at a glance

• Report access: You can share the report with someone so they can see the layout, filters, and the data that’s already included in that report.

• Sheet access: Each source sheet has its own sharing settings. If your colleague can’t open a given sheet, the data from that sheet won’t appear in the report for them.

It’s a little like giving someone a map (the report) without giving them the actual roads (the source sheets) the map is based on. They won’t get very far without access to those roads.

A real-world scenario for clarity

Imagine a project with three source sheets: Projects, Milestones, and Resources. Your report pulls key fields from all three. You share the report with Alex because you want him to see project progress in one glance. But Alex isn’t listed as a viewer on Milestones or Resources. Even though he can open and view the report, the data from Milestones and Resources won’t display to him. He’ll see empty spaces where those data points should be. That’s frustrating, but it’s exactly how permissions are designed to work.

A quick troubleshooting checklist

If data isn’t visible to a report recipient, here’s a straightforward path to diagnose and fix the issue:

• Step 1: Check the report’s data sources

• Open the report and look for a list or panel that shows which sheets feed data into it.

• Note all the source sheets involved. If you see more than one, you’ll know where to look next.

• Step 2: Verify access on each source sheet

• For every source sheet, check the sharing settings and confirm whether the recipient has at least read access.

• If even one sheet is missing access, the data from that sheet won’t appear in the report for that user.

• Step 3: Adjust sharing as needed

• Add the recipient to the source sheets with appropriate permission (typically Read or higher).

• If you’re using a team, consider sharing the sheets with the team group rather than individual people. It’s easier to keep everyone in sync.

• Step 4: Refresh and recheck

• After updating access, ask the recipient to refresh the report or re-open it. Sometimes access needs a quick refresh to take effect.

• Step 5: Consider the audience and scope

• If you find yourself sharing many sheets with numerous people, a small restructure can help.

• Group related sheets into a workspace or folder and share that space with the team. This reduces the number of separate sharing actions and keeps data in view for everyone who needs it.

Tips to keep data visibility smooth over time

• Use controlled sharing groups: Create a few dynamic groups (like “PM Team,” “Executive View,” or “QA Access”). Share source sheets with those groups, and then share the report with the same groups. When people join or leave, their access to the underlying data can be managed by adjusting group membership rather than chasing individual permissions.

• Label sources clearly: Name sheets and fields in a way that makes it obvious which data the report uses. Clear labeling helps you spot where access might be missing when someone asks why a data point isn’t showing.

• Keep a brief access log: It’s not a formal policy, but a quick note of who has access to which sheets can save time when someone reports missing data. A simple checklist works wonders.

• Prefer least privilege with room to grow: Start with the minimum access someone needs to view the report. If they need more data later, expand their access to the underlying sheets rather than jumping straight to full visibility.

Common pitfalls that trip people up

• Assuming share-lift equals data view: It’s easy to think “I shared the report, so everyone sees everything.” Not the case. Underlying sheets still control data visibility.

• Forgetting about updates to data sources: If a sheet gains or loses data, or if a source sheet is replaced, it can affect what the report shows. Keep an eye on source changes and adjust shares if needed.

• Mixed audience, mixed permissions: If some readers need access to some sheets but not others, you’ll end up managing a web of permissions. A well-structured data model (with careful grouping and clear source definitions) helps prevent confusion.

A small digression that helps the big picture

Smartsheet is built to keep teams nimble. Reports are a powerful shorthand—pulling vital numbers from several places into one view. But the strength of that shorthand depends on the people who can see the sources behind it. It’s not about gatekeeping; it’s about making sure the right data lands in front of the right people. That’s how reports stay useful, not just pretty dashboards.

Putting the concept into a quick mental model

Think of a report as a curated gallery. The walls (the report) display a mix of paintings (data points) from several rooms (source sheets). If a painting is from a room you can’t enter, you won’t see that painting in the gallery. If you want the full exhibit for a specific guest, you need to grant access to every room that holds a painting in that gallery.

When to adjust the setup

• You’re an owner or admin and you notice multiple people can view the report but see blank data fields: start with the source sheets. That’s the most common bottleneck.

• You’ve renamed a sheet or moved it into a different project space: re-check the report’s data sources and adjust as needed.

• You’re scaling a project and adding more data streams: plan your sharing strategy early. It saves you from a cascade of permission tweaks later.

Closing thoughts: visibility is a choice you make with access

The short answer to the question, “Why can’t they see data in a shared report?” is simple: the recipient isn’t shared to any sheets that the report pulls data from. It’s a permission story, not a data story, and that distinction matters. When you align sheet access with report sharing, everyone gets the full picture—no more invisible data pockets or puzzling gaps.

If you’re working with Smartsheet in a team setting, think of sharing as a two-step dance: first, make sure the source sheets are accessible to the people who need them; second, share the report so they can see the consolidated view. Do that, and the data flow becomes smoother, the questions fewer, and the progress easier to track.

And if you’re ever unsure where a missing data piece is coming from, loop back to the source sheets. They’re the roots of the tree that growing reports rely on. A quick check there almost always clears up the mystery and brings the whole view back into focus.