Smartsheet Licensing - Need to Know: Security Risks of Unmanaged Users
When we talk about Smartsheet USM, the conversation often focuses on cost. However, the Mastering USM Guide highlights a critical secondary vector: Security.
The "Shadow Admin" Problem
In a decentralized USM environment, provisional users often create workspaces and share them externally before IT has vetted them. This can lead to sensitive data exposure.
Key Risks Identified:
- Orphaned Data: Users leave the company, but their "Provisional" accounts remain active with personal email addresses linked to corporate sheets.
- Over-Sharing: New users inadvertently sharing sheets with "Public" access links because they haven't undergone training.
Governance is Security
Implementing the Softwarex governance model ensures that every user is tracked from the moment they attempt to create a sheet. By tying the license explicitly to an Active Directory identity and enforcing regular audits, you close the security gaps that the USM flexibility opens up.