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Smartsheet

Smartsheet is a software as a service offering for collaboration and work management. It is used to assign tasks, track project progress, manage calendars, share documents, and manage other work, using a tabular user interface.

For more information on Smartsheet, see the company website.

In the context of Nintex Automation Cloud, Smartsheet is a connector Service used to define a connection required for associated actions and start events. Examples include Salesforce and Box. Method of integration to cloud services, business applications and content stores..

The Smartsheet connector Service used to define a connection required for associated actions and start events. Examples include Salesforce and Box. Method of integration to cloud services, business applications and content stores. is used to create connections for Smartsheet actions A tool for building the processes, logic, and direction within workflows..

Use Smartsheet actions to retrieve sheets, columns, column information, cells, and rows, attach a file to a row, update a row, and retrieve a sheet as a CSV file.

Create a Smartsheet connection

You can create connections from the Automate or Designer page.

Note: Your browser-stored credentials are accessed to create connections. Either clear credentials from browser memory or make sure the stored credentials are for the intended environment.

  • The account you use to create a connection for Smartsheet is the account that has access to the Smartsheet actions.
  • This connection requires you to grant the Nintex Automation Cloud domain access to the following Smartsheet data:
    • View basic user information, including name and email
    • Read sheets, including attachments and comments
    • Update sheets, including attachments and comments
    • Modify sheet columns and settings

  1. On the top navigation bar, click Automate, and then select Connections from the left navigation.

  2. On the Connections page, click Add new.

  3. In the Add a new connection section that opens, fill in the following.

    In this field

    Select or enter the following
    Connector Smartsheet

  4. Click Connect.

  5. In the Configure a connection window, fill in the fields as follows.

    In this field

    Select or enter the following
    Connection name A name for your new connection

  6. Click Connect.

  7. Follow the prompts to enter credentials and grant access to Nintex Automation Cloud.

  8. In the permissions dialog, you can do one of the following:
    • Edit the Owners or Users permissions according to data source usage requirements and click Save permissions.

      • Tip: You can assign connection owners or users permissions according to your access requirements. For more information, see Assign permissions.

Your new connection appears on the Connections page.

    • On the top navigation bar, click Automate > Workflows, and then select the required workflow.

      • (Or)

    • On the top navigation bar, click Automate > Create workflow.
  2. Click the Smartsheet action you want to add the connection to, or drag a Smartsheet action into the workflow and select it.

  3. In the drop-down list for Connection, select Add new connection.

  4. In the Connection window, fill in the fields as follows.

    In this field

    Select or enter the following
    Connection name A name for your new connection

  5. Click Connect.

  6. Follow the prompts to enter credentials and grant access to Nintex Automation Cloud.

  7. In the permissions dialog, you can do one of the following:
    • Edit the Owners or Users permissions according to data source usage requirements and click Save permissions.

      • Tip: You can assign connection owners or users permissions according to your access requirements. For more information, see Assign permissions.

Your new connection appears in the Connection field of your action.

Assign permissions

Permissions enable you to manage access for other users to use, edit, and delete connections.

Note: By default, users with administrator role will have the same rights as a Connection owner.

  Use

Edit

 Delete

Assign
permissions

Owners
Users

Follow these steps to assign permissions from the Connections page:

  1. On the Connections page, click for the required connection.
  2. From the menu, select Permissions.
  3. To assign permissions:
    • In the Owners field, type the name of the user, and select from the list.
    • In the Users field, type the name of the user, and select from the list.
  1. Click Save permissions.

Create a Smartsheet data source

Use the Smartsheet data source to create a drop-down list of Smartsheet spreadsheets in a form.

Example:  To allow users to select a specific sheet in a form, add a drop-down list of projects to the form using a Data lookup control A form control that allows users to select from a drop-down list of values that have been fetched from a third-party service.. The Data lookup control uses a Smartsheet - Get sheets data source to list the spreadsheets associated with the Smartsheet connection.

You can create a data source to:

  • Get sheets: list all the sheets available from the Smartsheet connection.

Each data source is configured for a specific Smartsheet account. You can create as many data sources as you need.

To add a Smartsheet drop-down list to your form:

  1. Create your Smartsheet data source.

    2. See Data sources.

  2. Add a data lookup form control to your form and configure it to use your new data source.

Assign data source permissions

Permissions enable you to manage access for other users to use, edit, and delete data sources.

  Use

Edit

 Delete

Assign
permissions

Connection owners

 ✔ ✔ ✔ ✔

Data source editors

 ✔ ✔ ✔ ✘
Data source users ✔ ✘ ✘ ✘

Note: By default, users with administrator role will have the same rights as a Connection owner.

Follow these steps to assign data source permissions from the Data sources page:

  1. On the Data sources page, click for the required data source.
  2. From the menu, select Permissions.

    3. The corresponding data source permissions window is displayed.

  3. To assign permissions:
    • In the Data source editors field, type the name of the user, and select from the list.
    • In the Data source users field, type the name of the user, and select from the list.
  1. Click Save Permissions.

Smartsheet data source fields

When you create a Smartsheet data source, you can configure some additional fields to specify which page of results the data source should retrieve.

Section

Field or selection

Description
Add new data source Operation Displays the operations available for the selected Connector. Depending on the selection the following fields are displayed:
  • Smartsheet - Get sheets:
    • Include all results: Enable or disable paging options. Yes returns a list of all results, No activates the following paging options.
    • Page: The page number to retrieve, if Include all results is No. Defaults to 1 if not specified. If you specify a value greater than the total number of pages, the last page of results is returned.
    • Items per page: The number of sheets per page, if Include all results is No.
    • Modified since: Retrieves only those sheets that have been modified since the date selected.

Considerations

  • Nintex Automation Cloud and Smartsheet support of Date and DateTime differ. Nintex Automation Cloud only supports DateTime while Smartsheet only supports Date. When using the Smartsheet connector actions Nintex Automation Cloud adds a DateTime with the time portion being ignored by Smartsheet. When using the variables in Nintex Automation Cloud the variable type is displayed as DateTime.

  • Custom strings from Smartsheet cannot be parsed in Date variables as this is not supported by Nintex Automation Cloud.

  • Nintex Automation Cloud stores time in UTC format. Workflow and form variables as well as fields which use DateTime must be used with consideration because the browser recognizes the time zone which it is currently in and sends the time in that format. This can result in the wrong day being sent to Smartsheet (e.g. selecting 5 February 2023 10:00 pm in EST equates to 6 February 2023 03:00 am in UTC).