Attachments

 

You can attach any type of file to a row, to a sheet, or to a discussion.

    

Row attachments

  • To attach a file to a row, click on the cell in the Attachments column on the left of the sheet (has a paper clip icon in the column header)
  • You can upload a file from your computer or network with the Upload button
  • Once a file has been uploaded, you can click on the file name to download it.  If it is an image file, clicking on the file name will enable you to view the image before downloading.
  • You can also attach a Google Doc or a web link by clicking on the Attach From button.  When you attach a Google Doc, you will get a form from Google asking you to grant Smartsheet access to your list of Google Docs so you can choose which one to attach.
  • After you have attached a file or link to a row, a paperclip icon will be displayed indicating that attachments exist for that row.  Clicking on a paperclip will enable people shared to the sheet to see the list of attachments/links and download them
  • The row attachment form will also list any files attached to discussions on that row

Send File

  • By clicking on the email icon to the right of a file attachment, you can send anyone an email with a link that enables them to download a copy of your attached file.  No more worrying about sending large files as attachments!

File Actions

Clicking on the down arrow to the right of the email icon opens a menu of file actions:

  • Download/Open - files can be downloaded while Google Docs and weblinks can be opened
  • Edit Description - add a brief description of the file you are attaching. 
  • Delete

Multi-File Actions

  • You can select all files using the checkbox in the upper right corner or multi-select files by checking the box the right of each file.
  • Click on the Actions button in the lower right to Download, Send or Delete the selected files.

Google Docs

  • When you select Google Docs from the Attach From menu, you will get a form from Google asking you to enter your Google Account information and to grant Smartsheet access so we can present the list of your Google Docs to choose from.
  • Note that Smartsheet sharing does not override your Google Doc sharing.  Only people who have been shared the Google Doc will be able to open it from the link in Smartsheet.
  • If you have attached a Microsoft Office Word or Excel file in Smartsheet, you have an additional option to Open as Google Doc.  This can be handy if you're on a machine that doesn't have Office installed.  This feature is not available for Powerpoint documents.  Note that this will create a new Google Doc in your Google account (instead of creating a draft like it does when you open as Google Doc from Gmail).

Box

  • When you select Box from the Attach From menu, you will get a form from Box asking you to enter your Box information and to grant Smartsheet access so we can present the list of your Box files and folders to choose from.
  • If your file or folder in Box has not been shared, attaching it in Smartsheet will automatically create a Shared Link to the file or folder in Box so that other Smartsheet users with access to the sheet will be able to open the file or folder.

Sheet Attachments

  • If there's a file or link that does not relate to a specific row, you can attach it to the sheet in the Attachments tab 
  • The Attachments tab at the bottom of a sheet shows a summary list of all files/links attached to the sheet, attached to any row in the sheet or attached to a discussion in the sheet

Who Can Access Attachments?

  • Anyone who has been shared the sheet (Viewers, Editors, Admins) can view the list of attachments and download the attachments
  • Viewers can view attachments but can not add or delete attachments.  Editors and Admins can add or delete attachments.
  • You can send an update request on a row, several rows or a sheet to someone who has not been shared the sheet.  The update request will give them a one time link to view and edit the rows and any row attachments that you've sent them.
  • You can publish a sheet as Editable or Read Only - Full and anyone you send the published link to will be able to access attachments.

File Types

  • The vast majority (hundreds) of file types are supported, including Word, Excel, PDF, and PowerPoint. For security reasons we do not allow the uploading of files that could pose a risk when downloaded. Among the excluded list are .exe, .cmd, .js, .jsp, and .bat file types. 


Attachment Size

  • The maximum size of a file that can be uploaded is 250mb per file for paid users, 30 mb per file for free users. If you wish to upload files larger than 250mb in size, please contact us.
  • NOTE to paid users: Flash version 9.0.28 or later is required to upload files larger than 30mb or multi-select files for upload (via ctrl-click). To see what version of Flash you have installed click here.

Who Has Made Changes to Attachment?

  • You can set a notification on a sheet (in the Alerts tab) to be sent an email when changes are made to this sheet.   By default changes to attachments are included in notification emails.
  • You can turn on the Highlight Changes feature for a sheet (using the button with a highlighter in the left toolbar).  If someone has made changes to attachments on a row, the paperclip icon cell for that row will be highlighted.

Workspace Attachments

  • You can attach files to a workspace using the Attachments tab at the bottom of a workspace.  The Attachments tab in a workspace will show all attachments at the workspace level, as well as a summary list of all attachments on sheets in the workspace.