Smartsheet User Subscription Model (USM) - Frequently Asked Questions

1. What is the Smartsheet User Subscription Model (USM)?

The Smartsheet User Subscription Model (USM) is Smartsheet's next-generation licensing model designed to provide a comprehensive reference for achieving optimal management of the Smartsheet service. It details unique USM functions, documenting both the requirements and results of each function across all regions, plans, user types, and app features.

2. Who is the intended audience for information about Mastering USM?

The information regarding Mastering USM is primarily intended for Smartsheet itself (including Leadership, Sales, Customer Success, Professional Services, Product, and Product Security teams), Smartsheet customers (specifically System Admins, Finance, Information Security, and End Users), and Smartsheet partners (involved in Sales Licensing, Solution Consulting, and Platform Consulting).

3. What are the core functions within the Smartsheet USM?

The core functions within the Smartsheet USM revolve around managing user access and capabilities. These include the ability to create new Smartsheet users, upgrade existing users to enable access to all features, downgrade users to reduce their access to features, and implement a "Shift Plan" which likely refers to transitioning users between different licensing or access levels within the USM framework.

4. How does the USM differ from the Legacy Collaborator Model (LCM) in terms of licensing?

The USM introduces new licensing concepts compared to the LCM. For example, instead of "Trial User" and "Upgraded to Licensed User" in the LCM, the USM uses "Provisional Member" for asset creation and collaboration, and upgrades convert new internal users to "Member" status with System Admin action. The USM also defines "Member," "Viewer," and "Guest" roles for different levels of internal and external user access, offering more granular control over permissions compared to "Licensed User" and "Non-Licensed User" in the LCM. Additionally, USM supports unlimited internal and external plans versus the LCM's limitation to one internal plan for memberships.

5. What are "Actions" in the context of USM, and what makes them distinct?

In the context of USM, an "Action" is a distinct operation that can be taken by an authorized user, system administrator (SysAdmin), plan asset administrator, group administrator, or the Smartsheet USM Shift Algorithm. What makes an action distinct is that it has one or more unique "Conditions," such as the operational mode being decentralized versus centralized, which differentiate it from other actions.

6. What are "Conditions" in the context of USM Actions?

"Conditions" in USM are a group of attributes that a Smartsheet user is required to have in order to perform a specific USM Action. An example of a condition is the "Plan Type," which can be Enterprise, Business, Pro, or Free. The specific conditions for each USM Action document determine the eligibility requirements for a Smartsheet user profile to execute that action.

7. What are "Current State Visuals" and "Modified State Visuals" in relation to USM Actions?

A "Current State Visual" in Mastering USM documents an example of the current functionality and end-user app experience of a Smartsheet user who is the target of a specific USM Action. Conversely, a "Modified State Visual" documents an example of the revised functionality and end-user app experience after the specific USM Action has been applied. These visuals help explain the changes that could be experienced as a result of a USM action, particularly downgrade actions which often result in reduced functionality and visibility.

8. What roles and permission levels are relevant within the Smartsheet USM?

Several roles and permission levels are relevant within the USM, including:

• Owner (O): The creator or promoted owner of a Plan Asset with the highest level of permissions, including all Admin capabilities.

• Admin (A): A Plan Member or Provisional Member shared to a Plan Asset with Admin permissions, allowing them to share and modify sharing settings.

• Editor (E): A user with Editor permissions, which can be further specified as "Editor Can Share (E+S)" or "Editor Cannot Share (E-S)."

• Commenter (CO): A user who can view and add comments to a Plan Asset.

• Viewer (V): A user with the lowest level of access, typically able to only view the content of a Plan Asset.

• Member (M): A Plan User who is part of a Smartsheet Group within the plan.

• Provisional Member (IPM/XPM): Internal (IPM) or External (XPM) users provisionally added to the plan, often through sharing.

• Guest: Typically an external user with limited access, often needing specific permissions to interact with shared assets.

• SysAdmin: A system administrator with overarching control over the Smartsheet plan and its users.

• Group Admin: A user with administrative rights over specific Smartsheet Groups.

• Plan Asset Admin (RPA): A user with administrative rights over specific Plan Assets.