Use a Smartsheet update request to let a subcontractor update a project sheet without exposing budget data

Shawn runs a tight ship on a busy construction project. He needs his subcontractor to update the latest status, but he doesn’t want anyone peeking at the budget, the payroll numbers, or other sensitive data. It’s a common tension: keep the work flowing, protect the numbers, and still stay in sync. The good news? Smartsheet offers a simple, precise way to do just that: send an update request.

A smart balance: collaboration without chaos

Think of update requests as a polite nudge with a built-in safety net. They let Shawn tell his subcontractor, “Here’s what you need to change,” and only those fields get touched. The budget line items stay out of sight, the project timeline stays intact, and everyone keeps moving. It’s collaboration without chaos.

What an update request does (in plain terms)

• It targets only the data that matters: Shawn selects the exact fields the subcontractor should edit, such as task status, percent complete, or completed milestones.

• It leaves sensitive data alone. The budget figures, vendor rates, and other confidential numbers stay protected.

• It creates a tidy trail. Every change is captured, so Shawn can review updates later, compare progress, and see who touched what.

• It promises accountability. Update requests come with due dates, comments, and assignee details, so there’s no guessing about responsibilities.

Let’s walk through a practical setup. You’ll see it’s not a lab experiment; it’s a clean, repeatable workflow you can adopt any time.

A quick, real-world setup you can replicate

• Start with the right sheet structure. Keep budget and payroll data on protected columns or a separate hidden section. You can still pull in budget figures for the project overview via a dashboard, but those figures aren’t exposed to the subcontractor.

• Identify the editable fields. For a subcontractor, you might want them to update: task status, percent complete, estimated completion date, and notes about blockers. Limit the scope so they can’t touch schedule details they don’t need.

• Create the update request. In Smartsheet, you’ll point the request to the right sheet, select the specific fields to expose, and craft a brief, clear message explaining what you expect and by when.

• Add context with notes. A short note helps the subcontractor understand why the update matters. You might say, “We’re tracking milestones for Phase 2—please update status and ETA so the team can adjust crew scheduling.”

• Set a clear deadline. A due date keeps momentum going and avoids lag.

• Share access only through the request. The subcontractor gets a link that opens only the fields you’ve made editable. They make their changes, and you’re alerted when it’s complete.

• Review and integrate. When the subcontractor saves updates, Shawn reviews the changes, approves them, and the data flows into the main sheet without ever exposing sensitive numbers.

Why this beats other options

• Share a copy of the sheet (A): It creates duplicative data, separate versions to maintain, and the risk of late or inconsistent updates. Plus, the copy won’t reflect live changes in other parts of the project. Not ideal when you’re chasing tight timelines.

• Admin permissions (C): That’s a big gate to swing open. Admin rights give broad access—enough to see the budget, change formulas, or tweak critical settings. If the subcontractor only needs a narrow set of updates, this is overkill and risky.

• Separate view-only link (D): View-only is great for visibility, but it’s useless when updates are needed. It won’t let anyone make changes, so you’ll still be playing ping-pong with emails or forms. Update requests solve the real need: controlled edits, not full access.

Tips to make update requests work even better

• Be explicit about what changes you want. If you’ve got multiple tasks, group updates by project phase. A little organization goes a long way.

• Use field-level permissions. Keep the most sensitive info off-limits at the sheet level, and only expose what’s necessary for the subcontractor to do their job.

• Tie updates to milestones. When a phase is done, a quick check-in helps you reallocate resources faster.

• Add a comment trail. If a field is updated, a short comment that explains why helps the rest of the team follow the thread.

• Schedule regular syncs. Update requests aren’t a one-and-done thing. A standing cadence—weekly, or after major milestones—keeps everyone aligned.

• Leverage dashboards for visibility. Build a project dashboard that pulls in the approved updates, so executives or stakeholders can see progress without touching the underlying data.

Common pitfalls and how to avoid them

• Too many fields in one request. If you ask someone to update ten things at once, they might feel overwhelmed and miss something. Keep it lean; add more fields only when necessary.

• Silos creep in. If you rely on a single person to relay updates, you become a bottleneck. Use multiple update requests or assign to different subcontractors as needed.

• Misaligned due dates. If the due date isn’t realistic, updates come late and the project stalls. Set sensible timelines and adjust as needed.

• Overexposure of data. It’s tempting to loosen the reins for convenience, but that’s how data leaks happen. Protect sensitive areas with proper sheet structure, view rules, and restricted fields.

A few practical scenarios to make it click

• Scenario 1: A subcontractor handles drywall. Shawn wants status and on-site visit notes, but budget stays private. An update request targets only the task status, percent complete, and a notes field. The budget column remains locked away, and the team still gets a current snapshot of progress.

• Scenario 2: Electrical work is close to a milestone. Shawn needs the subcontractor to confirm ETA and share blockers. Update requests capture ETA and blockers, while the cost codes stay hidden. The project keeps moving with clarity, not confusion.

• Scenario 3: A change in scope arises. Instead of sending a message with a two-page checklist, Shawn snaps a clean update request that asks for revised dates and a brief justification. It’s efficient, traceable, and minimizes back-and-forth.

Why this approach is particularly handy for core project workflows

• It respects data privacy while preserving collaboration. You don’t have to trade openness for privacy, and you don’t have to babysit every update.

• It helps maintain data integrity. Changes go through a defined channel, so the main sheet stays consistent and auditable.

• It scales with the project. As teams grow or roles shift, you can reuse update request templates and adjust which fields are editable without rewriting everything from scratch.

A quick note on the human side

When Shawn sends an update request, it’s not just a data move; it’s a moment of trust. The subcontractor knows exactly what’s expected, where they fit in the larger plan, and how their work affects everyone else. That clarity reduces back-and-forth emails, minimizes misinterpretations, and keeps the team focused on delivering the project on time and on budget—without exposing sensitive numbers to the wrong eyes.

Bringing it all together

If you’re aiming for a streamlined, secure way to keep partners in the loop, update requests are a smart choice. They give you precise control over what gets edited, protect sensitive budget data, and keep the project rhythm steady. It’s a practical blend of discipline and collaboration—a combo most teams appreciate when the schedule tightens and stakes rise.

A little nudge toward deeper mastery

Smartsheet has a rich set of core capabilities that power real-world projects. Beyond update requests, you can tailor permissions, build dashboards for at-a-glance health checks, and use automations to remind teammates about deadlines. The key is to start simple, then expand as you get comfortable with what each feature can do for your team.

If you’re exploring project workflows and security-minded collaboration, give update requests a spin. You’ll likely notice how clean, focused updates help everyone stay in sync—without compromising the numbers that matter most.

Bottom line

For Shawn and many project teams, the best path to smooth collaboration with external partners is clear: use update requests. They enable targeted edits, keep sensitive data private, and preserve the integrity of the broader project sheet. It’s a small tool with a big payoff—fragile data stays protected, progress remains visible, and the team keeps moving forward. And in the end, isn’t that what good project management is really all about?