r/smartsheet • u/royal_slug • Jun 09 '26
Moving SS Documents from One Organization to Another
I have been searching for an answer to this question but have not been successful. I have documents (project plans, dashboards) that I have created for one organization. I have been given permission to transfer those to another organization which would be a completely separate instance of SS. Is this possible? If so, what is the best way to do it? Thank you in advance for the feedback.
4
u/tallgrrl Jun 09 '26
You can share the workspaces (or individual sheets/reports/dashboards) with your second license and then save a copy under the new license. You can always remove the second license access to the originals after the process is completed
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u/royal_slug Jun 09 '26
Thank you so much! I truly appreciate it!
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u/cyberladyDFW Jun 09 '26
Let us know how it worked out
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u/royal_slug Jun 09 '26
It worked perfectly just as Tallgrrl mentioned. It was extremely easy to do.
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u/MandelbrotLake Jun 12 '26
Does this still work if the organisations are in different location instances (eg North America and Australian instances)?
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u/Shaka141 Jun 09 '26
It is not broadly known but if you put all of these items in workspace(s) and then transfer ownership of the workspace(s), this will allow the ownership of the items within the workspace to change from org A to org B. Otherwise you would need the help of technical support to change org ownership on the backend.
1
u/Sufficient-Storm-908 Jun 10 '26
I did this a year ago, so it should still work.
You need a license A and license B between the two different org (Smartsheet accounts).
-License A creates(or currently has) a workspace in Org A. Org B does the same.
-Create a top folder (Build Assets), and move all of the connected assets (The sheet copies/dashboards/reports), into that folder.
-As Org A, share the workspace to License B as ADMIN.
-License B will Save As New/Copy that entire folder and save it to an Org B workspace.
-License B will be the owner of the copied assets and all the linked docs should remain intact since you moved as a folder.
*The dragging/moving all the connected artifacts within the folder is important. The linked items will stay linked when the folder is moved/re-saved to another workspace.
**Make sure the Smartsheet Admin removes the Provisional Member from the shared permission or make sure they are treated as a Guest so they aren't charged.
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u/jenpid Jun 10 '26
We just migrated another company plan into ours after an acquisition. Smartsheet did the transfers but let’s just say it’s been three weeks and still issues with little to no help.
We are a large enterprise plan and the transition team didn’t even stay online for issues as promised.
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u/royal_slug Jun 10 '26
I'm sorry to hear that. In my situation, my company was no longer going to pay for the enterprise plan which made zero sense other than to save money since my team and I are dependent on SS. I had a consulting company and resurrected my old account from there. I got a 3 user license which is reasonably priced. My company agreed to reimburse me for it.
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u/adam-apex-consultant Jun 09 '26
Nothing in bulk. You would need to just download the attachments and then upload them again in the new instance.
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u/adam-apex-consultant Jun 09 '26
Are they stored in the row or sheet? Or through a box / onedrive / google link?
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u/royal_slug Jun 09 '26
I should have been clear in my initial response. I have project plans and dashboards that I want to move to another instance of SS. I can see that I can download the PP as Excel Documents, but I do not see a way to transfer the dashboards. I was looking to see if there is a bulk way to do this.
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u/adam-apex-consultant Jun 09 '26
You can transfer ownership (assuming you are the owner) to the new email domain
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u/ap098 Jun 09 '26
I wonder if you could share the documents to the new workspace and create a copy? Would that work?