Build a Knowledge Council Hub WorkApp

Introduction

30 Second Summary

When a team relies on five or six different tools to coordinate their work, information scatters. People spend more time hunting for the right link than actually doing the work.

In this project, you will build a Knowledge Council Hub using Smartsheet WorkApps that pulls together a tracking sheet, a request form, a metrics dashboard, and embedded documentation into a single app with role-based access for your team.

What You'll Build

A branded Knowledge Council Hub WorkApp that gives your council a single place to track KCS activities, review metrics, and receive knowledge gap requests from across the organization.

By the end of this project, you'll have:

• A Knowledge Council Tracker sheet with columns for tasks, assignments, statuses, and saved filters for role-based views.
• A Knowledge Gap Request Form that feeds submissions directly into your tracker for the council to triage.
• A published WorkApp with a KCS Metrics Dashboard, embedded SharePoint content, and two configured roles (Council Lead and Team Representative).
• Secret Mission: Add a Knowbler-ready analytics placeholder page and configure a Stakeholder role for leadership visibility.

Are there any prerequisites?

You need an active Smartsheet Enterprise account with WorkApps access. You also need access to a SharePoint page you can embed (such as your content standards or KCS guidelines page).

Verify WorkApps Access and Create a Workspace

Before you build anything, you need to confirm that your Smartsheet Enterprise plan includes WorkApps access and set up a clean workspace to house everything you create.

Think of a workspace as a shared folder that keeps all related items together. By creating one now, every sheet, dashboard, and form you build in the next steps will be organized in a single location.

In this step, get ready to:

• Confirm your WorkApps access is active.
• Create a dedicated workspace for your Knowledge Council Hub.
• Locate and copy a SharePoint page URL for later embedding.

Confirm your WorkApps access

WorkApps is only available on Smartsheet Enterprise and Advance Package plans. You need to verify you can reach the WorkApps builder before going further.

• Open your browser and navigate to https://workapps.smartsheet.com.
• Log in with your Smartsheet credentials if prompted.
• Look for the + Create app button in the upper-right corner of the page.

What does this confirm?

If you can see the WorkApps page with the + Create app button, you are confirmed on an Enterprise plan with WorkApps access. This is the builder you will use in Step 5 to assemble your final app.

✔️ I see the + Create app button

You are confirmed with WorkApps access. No further action needed here.

ⓧ I don't see WorkApps or the button

This means your Smartsheet plan may not include WorkApps. Try these steps:

• Check for the WorkApps icon in the left navigation bar of your Smartsheet home screen. If it appears there, select it to open the WorkApps page.
• If you still cannot find it, contact your Smartsheet administrator to confirm your plan includes WorkApps (Enterprise or Advance Package).

Create a dedicated workspace

A workspace in Smartsheet groups related items (sheets, dashboards, forms) into one shared container. Creating a dedicated workspace now keeps your project organized from the start.

• In Smartsheet, select the +Create button on the left navigation bar.
• Select Workspace from the menu.
• Name the workspace Knowledge Council Hub and press Enter or select OK to confirm.

What is a workspace?

A workspace acts as shared storage to organize, centralize, and manage access to all your Smartsheet items for a team. Everyone shared to the workspace can access the items inside it.

In this project, you will add the KC Tracker sheet, KCS Council Dashboard, and Knowledge Gap Request Form to this workspace over the next few steps.

You should now see the workspace panel on the left side of your screen with the name Knowledge Council Hub displayed at the top.

Don't see the workspace?

Select Home on the left navigation bar, then open the Workspaces tab. Your new workspace should be listed there. If it is not, try creating it again from the +Create button.

Help me find my new workspace in Smartsheet.

Locate your SharePoint page URL

Later in this project, you will embed a SharePoint page directly inside your WorkApp so the council can access documentation without leaving the hub. You need the URL ready now.

• Open your organization's SharePoint site in a new browser tab.
• Navigate to the page you want the council to access inside the hub. This could be your content standards documentation, KCS guidelines page, or another reference document.
• Copy the full URL from your browser's address bar.
• Paste the URL somewhere you can retrieve it later (a text file, sticky note, or a note in your browser).

Pick a page the council actually uses

Choose a page that council members already reference in meetings or coaching sessions. This makes the final WorkApp immediately useful rather than a demo with placeholder content.

Your environment is ready. Next up, you will build the Knowledge Council Tracker sheet with columns and sample data that bring the hub to life.

Build the Knowledge Council Tracker Sheet

Your workspace is ready. Now you need somewhere to track the Knowledge Council's actual work.

The council juggles article reviews, coaching actions, standards decisions, and meeting follow-ups across multiple teams. Right now, those tasks live in scattered emails and meeting notes. In this step, you'll build a structured tracker sheet that captures all of this in one place.

In this step, get ready to:

• Create the KC Tracker sheet with purpose-built columns.
• Populate it with realistic sample data for your demo.
• Save a filtered view scoped to your own assignments.

Create the KC Tracker sheet

The tracker sheet is the backbone of your WorkApp. Every other component (the form, the dashboard, the role-based views) connects back to this sheet's data.

• Switch back to your Knowledge Council Hub workspace in Smartsheet.
• Click the + icon or Create button inside the workspace.
• Select Sheet to create a new blank sheet.
• Name the sheet KC Tracker.

Your new sheet opens with a default Primary Column. Now you'll set up the columns that match the council's workflow.

• Rename the default Primary Column to Task Name by double-clicking the column header. This stays as Text/Number type (the default for Primary columns).
• Click the + icon to the right of the last column header to add a new column.
• Name the column Category and set its type to Dropdown List.
• Enter these values in the dropdown options, one per line: Article Review, Standards Decision, Coaching Action, Meeting Follow-up.
• Add another column named Assigned To and set its type to Contact List.
• Add a column named Status and set its type to Dropdown List.
• Enter these values in the dropdown options: Not Started, In Progress, Complete.
• Add a column named Due Date and set its type to Date.
• Add a column named Team and set its type to Dropdown List. Enter one entry per council member's team (e.g., your team name, Jessica's team, other represented teams).
• Add a final column named Notes and leave it as the default Text/Number type.

Why these specific columns?

Each column maps to a real council workflow. Category lets you filter by type of work. Assigned To enables role-based views later in the WorkApp. Status drives the dashboard metrics you'll build in Step 4.

The Team column is especially important. It connects each task to a council member's team, which becomes powerful when you configure role-based access in Step 6.

Your sheet should now have 7 columns. Save the sheet by pressing Cmd+S (macOS) or Ctrl+S (Windows).

Don't see the Dropdown List option?

Make sure you're clicking the column type selector when adding a new column. If you accidentally created a Text/Number column, right-click the column header, select Edit Column Properties, and change the type from there.

Help me fix my column types in Smartsheet.

Add sample data to bring the tracker to life

An empty sheet won't impress anyone in a demo. You need realistic rows that show the council how their actual work would look in this tracker.

• Click in the first row under Task Name and enter Review Q2 article quality scores.
• Set its Category to Article Review, Assigned To to your own name, Status to In Progress, and pick a Due Date within the next two weeks.
• Add a second row: Finalize content standards v2 with Category Standards Decision, Assigned To Jessica, Status Not Started.
• Add a third row: Coach new agent on KCS linking with Category Coaching Action, Assigned To your name, Status Not Started, and your team name in the Team column.
• Add a fourth row: Follow up on article retirement policy with Category Meeting Follow-up, Assigned To Jessica, Status In Progress.
• Add a fifth row: Audit top 10 articles for accuracy with Category Article Review, Assigned To your name, Status Complete.
• Optionally, add a sixth row with another realistic council task of your choosing.

Make it yours

Replace generic team names with your actual council member teams. The more realistic this sample data is, the more convincing your demo will be when you show it to Jessica and the council.

• Save the sheet by pressing Cmd+S (macOS) or Ctrl+S (Windows).

You should see 5-6 rows of data across all your columns. Each row has a mix of statuses and assignments.

Save a filtered view for role-based access

When you configure the WorkApp later, you'll want the Team Representative role to see only their own tasks by default. Saved filters in Smartsheet make this possible.

• Click the Filter icon in the toolbar above your sheet (it looks like a funnel).
• Select + Add New Filter.
• Set the filter criteria: column = Assigned To, condition = is one of, value = your own name/email.
• Click Save on the filter.
• Name the saved filter My Actions.

What is a saved filter?

A saved filter is a reusable view that shows only rows matching your criteria. Unlike temporary filters, saved filters persist and can be referenced by name in WorkApps page settings.

When you configure the WorkApp in Step 5, you'll be able to set this filter as the default view for the Team Representative role. That way, each representative opens the tracker and immediately sees only their own action items.

• Verify that the sheet now shows only the rows assigned to you (2-3 rows if you followed the sample data above).
• Clear the filter by clicking the Filter icon again and selecting Clear All to return to the full view.

Filter shows no rows?

Check that the name or email in your filter matches exactly what you entered in the Assigned To column. Contact List columns are case-sensitive and must match the Smartsheet contact entry.

Help me troubleshoot my saved filter in Smartsheet.

Your KC Tracker sheet is complete. It has structured columns, realistic data, and a saved filter ready for role-based views. Next up, you'll create a form that lets anyone in the organization submit knowledge gaps directly into this tracker.

Create the Knowledge Gap Request Form

Your KC Tracker sheet is ready with columns, sample data, and a saved filter. Now you need a way for teams outside the council to submit knowledge gaps without touching the tracker directly.

Smartsheet forms let you create a submission interface that feeds responses straight into a sheet as new rows. You'll build one tailored for knowledge gap requests and configure it so requesters only see what's relevant to them.

In this step, get ready to:

• Create a Knowledge Gap Request form linked to your KC Tracker sheet.
• Configure form fields so requesters only see what they need.
• Test the form and copy its link for use in the WorkApp.

Create the form from your KC Tracker sheet

Every Smartsheet form is attached to a specific sheet. When someone submits the form, their response lands as a new row in that sheet. You'll create a form directly from the KC Tracker so submissions flow into the same place the council is already tracking work.

• Open your KC Tracker sheet in the Knowledge Council Hub workspace.
• Select Forms in the toolbar above the sheet.
• Select Create Form.

Smartsheet generates a form with fields matching your sheet columns. You'll see a form builder open with all your columns listed as form fields.

• Rename the form to Knowledge Gap Request by clicking on the form title at the top of the builder.

Why create a form instead of sharing the sheet?

Sharing the full KC Tracker sheet would give requesters access to every row, column, and filter. A form collects just the information you need while keeping the council's working data private.

Configure form fields for requesters

Not every column in your tracker makes sense for someone submitting a request. Status, Assigned To, and Notes are internal fields the council fills in after triaging. You'll hide those and rename the primary field so it makes sense to the person filling out the form.

• In the form builder, find the Status field.
• Toggle Status off (or drag it to the hidden section) so it does not appear on the form.
• Do the same for the Assigned To field.
• Hide the Notes field as well.

Now rename the primary field so requesters understand what to enter.

• Select the Task Name field to open its settings.
• Change the field label to Describe the Knowledge Gap.

Next, add a description at the top of the form so requesters know what this form is for.

• Select the form header area at the top of the form builder.
• In the description field, enter: Use this form to submit knowledge gaps, article requests, or content issues to the Knowledge Council..

Finally, make the Category field required so every submission is tagged for triage.

• Select the Category field to open its settings.
• Check the Required checkbox.
• Save the form.

What does hiding a field do?

Hidden fields still exist on the sheet. When a form submission creates a new row, those columns will simply be blank. The council can then fill in Status, Assigned To, and Notes during their triage process.

Test the form and copy the link

Before handing this form to anyone, you need to confirm that submissions actually land in your KC Tracker sheet correctly.

• Select the form preview or open the form URL in a new browser tab.
• In the Describe the Knowledge Gap field, type a test entry such as Missing documentation for returns workflow.
• Select a value from the Category dropdown (e.g., Article Review).
• Fill in the Due Date and Team fields with any values.
• Submit the form.

• Switch back to your KC Tracker sheet.
• Scroll to the bottom of the sheet. You should see your test submission as a new row with the Task Name column showing your test text and the Status column blank.

Why is Status blank on the new row?

You hid the Status field from the form, so requesters can't set it. The council reviews incoming requests and sets the status during triage. This keeps the workflow in the council's hands.

Now copy the form link so you can add it to the WorkApp later.

• Return to the form builder.
• Copy the form link from the sharing options (look for a share or link icon in the form builder toolbar).
• Paste it somewhere safe (a note, a document, or your clipboard manager). You'll use this link when assembling the WorkApp in a later step.

Don't see the test submission in your sheet?

Make sure you cleared any active filters on the KC Tracker sheet. Your saved My Actions filter only shows rows assigned to you, and the form submission won't have an Assigned To value.

Also confirm you submitted the form (look for a confirmation message) rather than just previewing it.

Still stuck? Help me figure out why my form submission isn't showing up in the KC Tracker sheet.

Your form is live and feeding directly into the KC Tracker. Next, you'll build a dashboard that visualizes this data and embeds your SharePoint content alongside it.

Build the KCS Metrics Dashboard

Your tracker is holding data and your form is collecting requests. Now you need a way to see the big picture at a glance.

A dashboard in Smartsheet is a visual layer that summarizes your sheet data into widgets. In this step, you'll build a KCS Metrics Dashboard that shows the council's activity count, a status breakdown chart, and an embedded SharePoint page.

In this step, get ready to:

• Create a KCS Council Dashboard in your workspace.
• Add summary widgets showing task counts and a status pie chart.
• Embed your SharePoint content standards page into the dashboard.

Create the dashboard

Smartsheet dashboards start as a blank canvas. You'll create one inside your workspace so it stays grouped with the rest of your council assets.

• Return to your Knowledge Council Hub workspace in Smartsheet.
• Select the +Create button on the left rail.
• Select Dashboard.
• Type KCS Council Dashboard as the name, then select OK.

A blank dashboard canvas opens, ready for widgets.

What is a dashboard widget?

Widgets are the building blocks of Smartsheet dashboards. Each widget displays a specific type of content: titles, metrics from cells, charts, images, or embedded web pages. You'll add four widgets in this step.

Add summary widgets

Before you can display a metric on the dashboard, you need a formula in your KC Tracker sheet that calculates the number. Smartsheet's Sheet Summary feature lets you store formulas outside of your grid rows.

• Open your KC Tracker sheet (from the workspace sidebar or via search).
• Select the Summary icon in the right feature bar to open the Sheet Summary pane.
• Select New Field at the bottom of the pane.
• Choose Text/Number as the field type.
• Name the field Active Tasks and select OK.
• Click into the new Active Tasks field and type this formula:

=COUNTIF(Status:Status,<>"")

What does this formula do?

The COUNTIF function counts every row in the Status column that is not blank. This gives you the total number of active tasks in the tracker.

• Press Enter to confirm the formula. You should see a number matching the rows you have data in (e.g., 6 or 7 depending on your sample data and test submission).
• Save the sheet by selecting Save in the upper-right area.

Now switch back to your dashboard to start adding widgets.

• Open KCS Council Dashboard from your workspace.
• Select the pencil (Edit Dashboard) icon in the upper-right area.

Add a Title widget first to give the dashboard a clear header.

• On the right bar, select the plus (Add Widgets) icon.
• Select Title.
• Type Knowledge Council Hub in the text field that appears on the dashboard canvas.
• Select Save in the upper-right area.

Next, add a Metric widget that displays your active task count from the Sheet Summary.

• Select the pencil (Edit Dashboard) icon again to re-enter edit mode.
• Select the plus (Add Widgets) icon on the right bar.
• Select Metric.
• Select Add Data.
• Choose Sheet Summary as the data source.
• Select your KC Tracker sheet, then check the box for Active Tasks and select OK.
• Select Save.

You should see the Metric widget displaying the number from your Sheet Summary formula.

Finally, add a Chart widget showing task status as a pie chart.

• Select the pencil (Edit Dashboard) icon to enter edit mode.
• Select the plus (Add Widgets) icon, then select Chart.
• Select Add Data in the Data & Chart Type section.
• On the left side of the form, select your KC Tracker sheet.
• On the right side, select the range covering your Status column data (select the Status column header and all rows with data).
• Select OK.
• On the right side of the Edit Chart Widget form, select Pie as the chart type.
• Select Save.

What should I see?

Your dashboard now has three widgets. The Title widget shows "Knowledge Council Hub" as a header. The Metric widget shows a number (your active task count). The Pie chart shows slices representing Not Started, In Progress, and Complete tasks from your sample data.

Chart showing no data?

Make sure you selected the Status column data range (not the entire sheet). The chart widget only supports columns with values that can be grouped.

Also confirm your sample rows have values in the Status column. Empty status cells won't appear in the chart.

Help me troubleshoot my Smartsheet chart widget showing no data.

Add a web content widget for SharePoint

The council's KCS guidelines live on SharePoint. Instead of making members leave the dashboard to find them, you can embed that page directly using a Web Content widget.

• Select the pencil (Edit Dashboard) icon on your dashboard.
• Select the plus (Add Widgets) icon, then select Web Content.
• In the Web Content Widget pane on the right, select Add Content.
• Paste your SharePoint content standards page URL (or iframe embed code if SharePoint provided one).
• Select Apply.
• Select Save in the upper-right area.

Why embed SharePoint here?

This demonstrates how dashboards can pull in content from your existing documentation without forcing people to leave Smartsheet. When you later add this dashboard to the WorkApp, council members will have KCS guidelines accessible in the same place as their task tracker.

SharePoint embedding needs admin rights

You need Admin or Owner rights on the dashboard to add a web content widget. If you see an error when pasting your SharePoint URL, try generating an iframe embed code from SharePoint's embed option on the page instead.

Web content widget not displaying?

Your organization's System Admin may need to enable the web content widget feature or approve your SharePoint domain. Check with your admin if the widget shows a blank area or an error.

Also note that web content widgets do not auto-refresh on dashboards. If your SharePoint page updates, viewers will need to refresh the dashboard page manually.

Help me troubleshoot my Smartsheet web content widget not loading my SharePoint page.

Your dashboard is ready to serve as the visual hub for the council. Next up, you'll assemble this dashboard along with your tracker and form into a single WorkApp that council members can navigate without switching between separate Smartsheet links.

Assemble the WorkApp

You have a tracker sheet, a request form, and a metrics dashboard sitting in your workspace. Right now they're separate items that the council would need to open individually.

WorkApps lets you bundle multiple Smartsheet items into a single navigable app with its own sidebar and branding. In this step, you'll create the WorkApp and assemble all your components as pages inside it.

In this step, get ready to:

• Create a new WorkApp from scratch.
• Add your sheet, form, and dashboard as pages.
• Add a web content page for your SharePoint documentation.

Create the WorkApp

WorkApps lives at its own URL, separate from the main Smartsheet interface. You'll navigate there to create your app shell before adding pages to it.

• Navigate to https://workapps.smartsheet.com in your browser and log in with your Smartsheet credentials.
• Select + Create app in the upper-right corner.
• Choose Start from scratch.
• Name your WorkApp Knowledge Council Hub.

Why a WorkApp instead of just a dashboard?

A dashboard alone can aggregate widgets and embedded content. However, it lacks role-based views, meaning everyone sees the same thing.

WorkApps adds navigable pages (sheets, forms, reports, web content) with role-specific permissions. For a council with multiple roles and responsibilities, this is the right level of abstraction.

Don't see the + Create app button?

WorkApps is only available on Enterprise and Smartsheet Advance Package plans. If the button is missing, confirm your plan with your Smartsheet admin.

help me figure out why I can't see the Create app button in WorkApps

Add your Smartsheet pages

With the empty WorkApp created, you'll now pull in the three items you built in previous steps. Each one becomes a page in the app's left sidebar.

• Select +Add pages in the WorkApp builder.
• Find and select your KC Tracker sheet, the Knowledge Gap Request form, and the KCS Council Dashboard.
• Each item appears as a page in the left sidebar under Current Pages.
• Reorder the pages by dragging them so the dashboard is first, the tracker sheet is second, and the form is third.

What's the page order for?

The first page in the sidebar is what users see when they open the app. Placing the dashboard first gives council members an immediate overview of KCS metrics before they dive into task details.

Can't find your items when adding pages?

Make sure the sheet, form, and dashboard all live inside your "Knowledge Council Hub" workspace. Items outside the workspace may not appear in the page picker depending on your permissions.

help me find my Smartsheet items when adding pages to my WorkApp

Add a web content page for SharePoint

WorkApps can also embed external web content as a standalone page. This lets the council access your SharePoint-hosted KCS guidelines without leaving the app.

• Select +Add pages again.
• Choose Web Content.
• Paste the SharePoint content standards page URL you saved earlier.
• Hover over the new page name in the left sidebar, select the three-dot Menu icon, and rename it to Content Standards (SharePoint).

What does this page give the council?

Instead of sending council members a separate SharePoint link, the content standards page now lives inside the same app as the tracker and dashboard. One fewer browser tab to manage.

Your WorkApp should now show four pages in the left sidebar: KCS Council Dashboard, KC Tracker, Knowledge Gap Request, and Content Standards (SharePoint).

New pages default to Hidden

Any page you add to a WorkApp starts as Hidden for all roles until you explicitly change its visibility. You'll configure this in the next step when setting up roles.

Your WorkApp shell is assembled with all the content the council needs in one place. Next up, you'll configure roles so that Jessica and team representatives each see the right level of access when they open the app.

Configure Roles and Publish

Your WorkApp has all four pages assembled into one navigable hub. But right now, everyone who opens it would see the same thing.

The real power of WorkApps is role-based access. Jessica needs full editing capability on the tracker, while team representatives only need to view progress. In this step, you'll create roles that control exactly what each person sees and can do, then publish the app so the council can start using it.

In this step, get ready to:

• Create two roles for the council hub.
• Set page-level permissions for each role.
• Publish and share the app with your team.

Create roles in the WorkApp builder

Roles in WorkApps are independent from Smartsheet permission levels on the underlying items. This means you can grant someone Editor access to a sheet page inside the WorkApp without needing to separately share the Smartsheet item with them.

• In your Knowledge Council Hub WorkApp builder, look for the Roles section in the left panel.
• Select the option to add a new role.
• Name the first role Council Lead.
• Add a second role and name it Team Representative.

Why two roles?

The Council Lead role is for Jessica. She needs to edit tasks, update statuses, and manage the tracker directly. Team Representatives are the other council members who need visibility into progress and access to shared resources, but shouldn't be editing the master tracker.

Each role acts as a lens. The same four pages exist for everyone, but what each person can do on those pages changes based on their assigned role.

Set page permissions per role

Each page in your WorkApp can be set to Viewer, Editor, or Hidden for each role. New pages default to Hidden until you explicitly change them.

• Select the KC Tracker page under Current Pages.
• Select the Page Settings icon (gear icon) in the right panel.
• Set Council Lead to Editor.
• Set Team Representative to Viewer.

Now configure the remaining three pages.

• Select the KCS Council Dashboard page.
• Open Page Settings and set both roles to Viewer.
• Select the Knowledge Gap Request form page.
• Open Page Settings and decide: if team representatives should also submit gap requests, set both roles to Viewer. If the form is only for people outside the council, set Team Representative to Hidden.
• Select the Content Standards (SharePoint) page.
• Open Page Settings and set both roles to Viewer.

What does each permission level do?

• Editor lets the user add, edit, and delete rows on a sheet page.
• Viewer lets the user see the page and fill out forms, but not edit sheet data.
• Hidden removes the page from that role's view entirely. They won't even see it in the sidebar.

Publish and share the app

Your WorkApp is currently in Draft status. Publishing makes it accessible to anyone you share it with.

• Select the Publish button in the top-right corner.

Publishing is permanent

Once published, you cannot unpublish a WorkApp. If you need to take it down later, you'll have to remove all people from the app or delete it entirely. This is fine for our purposes since you're building a real tool for the council.

• In the Publish dialog, select Manage sharing.
• Select the Council Lead role.
• Enter Jessica's email address to assign her to this role.
• Select the Team Representative role.
• Enter one council member's email address to add them as a test user.
• Select Done.
• Copy the app link from the Publish dialog to share with the council.

What about sharing with external collaborators?

You can share the app with any paid Smartsheet user on your plan at no additional cost. Sharing with unpaid users (people outside your Smartsheet license) requires purchasing the WorkApps Collaborator pack. For now, sharing within your McKesson team should work without extra cost.

Your Knowledge Council Hub is now live. Jessica and the council member you added will receive access and can open the app using the link you copied.

Shared users can't see certain pages?

Remember that new pages default to Hidden for all roles. If you added a page after creating your roles and forgot to update its permissions, it won't appear for shared users. Select the page, open Page Settings, and set it to Viewer for the appropriate roles. Page permission changes take effect immediately without needing to republish.

Help me figure out why shared users can't see pages in my WorkApp.

Secret mission

Add Knowbler-Ready Page and Stakeholder Role

Your Knowledge Council Hub is live, but what about future tools and leadership visibility? In this secret mission, you'll make the app future-ready by adding a Knowbler analytics placeholder, creating a Stakeholder role for leadership, and applying custom branding to make the hub feel like your team's own product.

Clean Up Your Resources

Clean Up Your Resources

This project runs entirely within your existing Smartsheet Enterprise plan, so there are no ongoing costs. Decide whether to keep your resources running, pause them to come back later, or delete them entirely.

Resources you used:

• Knowledge Council Hub WorkApp (published, with three roles and five pages).
• Knowledge Council Hub workspace (containing KC Tracker sheet, Knowledge Gap Request form, and KCS Council Dashboard).

Keep everything running

No action needed. Choose this if you plan to demo this WorkApp to Jessica and the Knowledge Council or continue developing it.

• Your WorkApp remains published and accessible to anyone you shared it with.
• The KC Tracker sheet continues to accept form submissions from the Knowledge Gap Request form link.
• All resources stay within your Smartsheet Enterprise plan at no additional cost.

Pause - I'll come back to this later

Remove shared users so nobody accesses the app while you are away. Your data stays intact for when you return.

• Open your WorkApp at https://workapps.smartsheet.com.
• Select the Manage sharing icon in the upper-right corner of the WorkApp builder.
• Remove all people from each role so no one can access the app while you are away.
• The WorkApp and all workspace items remain in your account, ready to re-share when you return.

Delete - I don't want to use this again

Remove all project resources completely. This frees up space in your Smartsheet account.

• Delete the WorkApp: navigate to https://workapps.smartsheet.com, locate the Knowledge Council Hub app, select the three-dot Menu icon on the app, and select Delete.
• Delete the workspace: in Smartsheet, select Home, then select Workspaces. Find and select the Knowledge Council Hub workspace to open its panel.
• Select the three-dot menu at the top of the left panel and choose Delete workspace.
• Deleting the workspace removes everything inside it (the KC Tracker sheet, Knowledge Gap Request form, and KCS Council Dashboard).
• Deleted items move to the Deleted Items folder in the Browse panel and can be recovered within 30 days.

Why two separate deletions?

The WorkApp and the workspace are independent resources. Deleting the workspace removes the underlying sheets, dashboards, and forms. Deleting the WorkApp removes the published app shell and its role configurations.

You need to delete both to fully clean up.

Nice Work!

Nice Work!

You just built your first Smartsheet WorkApp from scratch. You now have a real, working prototype to demo to Jessica and the council, and a concrete answer to whether WorkApps can serve as the Knowledge Council's single pane of glass.

Here's what you accomplished:

• Built a Knowledge Council Tracker sheet and Knowledge Gap Request Form that feed into each other for end-to-end task management.
• Designed a KCS Metrics Dashboard with summary widgets, charts, and embedded SharePoint content.
• Assembled everything into a published WorkApp with role-based access so the Council Lead and Team Representatives each see exactly what they need.
• Added a future-ready Knowbler placeholder page, a Stakeholder role for leadership visibility, and custom branding to make the app your own.

Ready to quiz yourself?