Here are a few things to remember for ODE Smartsheet users:


1.) There is NO limit to the number of sheets that you own or the amount of data/attachments within each sheet.


2.) We only use the “state” email address when sharing with ODE staff (if you end up with 2 different accounts (state and ode email), you can merge them yourself)

  1. Example: sandee.hawkins@state.or.us
  2. For anyone outside of a state agency, use whatever their email address is (doesn’t matter whether it’s gmail, yahoo, etc.)


3.) Training and Support: 

  1. Getting Started LINK
  2. Smartsheet Community LINK

 

There is a huge store of training videos that are labeled with the training content and the amount of time the video takes to watch.  You will find Help on the top right of your screen.  The Help Center allows you to search by topic, or contact Smartsheet for assistance (only use this as a last resort).  You can also join the Smartsheet Community which allows you to ask questions of other users, post helpful tips yourself, browse topics, etc.


There is also a training area, however this usually has associated costs, so I don’t suggest using this unless you have exhausted all other avenues – including other ODE users.  In addition to these options, there are templates you can download that include all formulas used by Smartsheet, and the ability to search for templates that other users or Smartsheet has created.


To find or download templates click on Find (top left), click Create. This opens a new window for you to search both templates and solutions.  Solutions are sets of templates, reports and dashboards that you can use.

 

4.) The Smartsheet environment used by ODE is not approved for level 3 or 4 data.  If you are unsure what that means, here is a short definition of these data levels:

  1. Level 3 is restricted data(Sensitive information intended for limited business use that may be exempt from public disclosure because, among other reasons, such disclosure will jeopardize the privacy or security of agency employees, clients, partners or individuals who otherwise qualify for an exemption.)
    • Examples: Student Information, Assessment Test Materials, Network diagrams, Personally Identifiable Information, completed retirement applications, screen-prints containing SSN and name, employee and retiree address, telephone and other nonfinancial membership records and employee financial records maintained by ODE, disability information, security audit reports, and other information exempt from public records disclosure.
  2. Level 4 is critical data(Information that is deemed extremely sensitive and is intended for use by named individual(s) only.)
    • Examples: Disclosure that could result in loss of life, disability or serious injury, information that is typically exempt from public disclosure.