Smartsheet is a web-based task and project management tool that adds to our collaboration portfolio. Using a spreadsheet as the underlying tool, you can create a list of tasks and then associate attachments, discussions, and links with any entry. Tasks can be displayed in list, calendar, or Gantt chart views. You can share your "sheet" (edit or view rights), receive change alerts, set reminders, and create custom reports. Smartsheets provides an array of templates. Data can be collected using their Web Forms (similar to Google Forms). And, Smartsheet integrates with Google Apps, including Google Drive and Calendar. Read more.
You can log in to Google Applications and locate the App Launcher icon that appears at the top right of any Google App browser window. You may have to scroll down to see the Smartsheet icon.
You would need to upgrade to the Business Plan if you plan on owning sheets, creating sheets, or if you need access to Smartsheet features such as the dashboard, activity log, charts and graphs, automation, etc. Once you have been assigned a license, you will receive an email invitation from Smartsheet, until you approve the license your sheets will be read-only.
No, you do not need a license to edit the data in the sheets that have been shared with you or to add attachments. You only need a license to own and create new sheets. However, as an unlicensed user, you will not be able to edit the structure of the sheet, for instance, modifying columns. Anyone who has been shared the sheet or workspace (Viewer, Editor, Admin) can view and download the attachments. Everyone except Viewers will be able to add, edit, or delete attachments.
Smartsheet does not allow Ownership of data or groups for users that are not licensed. If your license is not renewed or is otherwise no longer in effect, your data and groups are transferred to an IT-administered retention account that may be subject to data cleanup. When data and group ownership is transferred, Smartsheet sends a notification email to the original owner and the new owner. You will still have access and edit rights while x-staff retains ownership; if you need to retain ownership of items and/or groups, you will need to keep an up to date subscription. A transfer of items back to your account can be processed after you have renewed your license, at request.
Consider transferring the items/groups to another team member so the data will not be subjected to cleanup. Smartsheet items and groups should be considered electronic data in respect to our electronic data suggestions when leaving the Lab.