Smartsheet for Salesforce
To take advantage of Smartsheet's Salesforce integration features, Smartsheet must be installed from the AppExchange. An installation guide is available for Salesforce admins on our AppExchange listing page.
Here's an overview for users looking to access Smartsheet from within Salesforce.
Single Sign-On from Salesforce
You can access Smartsheet from Salesforce via single sign-on without needing to enter separate Smartsheet login information. You can also login to Smartsheet from outside of Salesforce via our login page. If you wish to sign in to Smartsheet from outside of Salesforce and need to set up a separate password, you can set it up using our Reset Password link.
Link Smartsheet to Salesforce Accounts, Contacts, Opportunities, or Cases
Once Smartsheet for Salesforce has been installed from AppExchange, you will see a Smartsheets list on a Salesforce account, contact, opportunity or case (unless your Salesforce admin only enabled a subset of these). From this list you can create a new Smartsheet to link to, select an existing Smartsheet to link to or simply launch the Smartsheet application.
Create New Smartsheet from Salesforce
By clicking on the New Smartsheet button, you can create a new sheet from within Salesforce that will be linked to the account, contact, opportunity or case from which you started.
- Name the new sheet
- Select the template you'd like to start with (e.g., Project with Gantt, Task list, Blank Sheet)
- Enter a description (optional)
- Open the new sheet - this will take you to a new browser tab with the new sheet open in the Smartsheet application
- A link to the new sheet will now be displayed in the Smartsheets list on your Salesforce account, contact, opportunity, or case from which you started
Link to Existing Smartsheet from Salesforce
By clicking on the Link Existing Smartsheet button, you can link to one of the sheets you've already created in Smartsheet.
- Select the sheet you want to link
- Open the sheet (if you want to view it) or go back to the account, contact, opportunity or case to see that the sheet has been linked
Open Smartsheet from Salesforce
Once a Smartsheet has been linked to a Salesforce account, contact, opportunity or case, it can be opened by clicking on the sheet name and then on the Open Smartsheet button.
Edit, Delete, Rename
- Clicking on the Edit link to the left of a Smartsheet link in Salesforce will enable you to edit the Name and Description of the link. Please note that these edits only apply to the link - a name change will not be reflected in Smartsheet. You will need to open Smartsheet to rename the sheet. Also, if you have linked to the same sheet from multiple places in Salesforce, edits to one link will not be reflected in the other links.
- Clicking on the Delete link to the left of a Smartsheet link in Salesforce will delete that link in Smartsheet, but will not delete the sheet in Smartsheet. You will need to open Smartsheet to delete the sheet. Also, if you have linked to the same sheet from multiple places in Salesforce, deleting one link will not delete the others.
Sharing with Salesforce users and external parties
- Please note that sharing in Smartsheet is separate from Salesforce. A Salesforce user must be shared to a sheet from within Smartsheet (using the Sharing tab at the bottom of the sheet) to be able to open/view/edit the sheet. If the sheet is not shared to the user in Smartsheet, they may see a link to the Smartsheet in Salesforce, but will receive a message when they click on the link that they do not have permission to open the sheet.
- Smartsheet can be shared easily and securely with external parties who are not Salesforce users. The external party will only see the sheet(s) you have shared to them in Smartsheet. They will have no links back in to Salesforce.
Calendar Publish to Google Calendar, iCal, or Zimbra
To access the calendar view for a sheet, click on the View button found in the left hand toolbar and select Calendar. A Publish to Google Calendar or Zimbra option (depending on your configuration) can also be found within the File menu in the toolbar.
Publish a Smartsheet Calendar to Google Calendar
- Click the Publish to Google Calendar link to publish your Smartsheet Calendar dates to your Google Calendar.
- Turn the radio button to ‘On’
- NOTE:
- Changes made in Smartsheet will sync to your Google Calendar.
- If you drag & drop a calendar item in Google, the change will NOT sync to Smartsheet.
- Click on the Smartsheet icon in Google to make changes that will sync from Google Calendar to Smartsheet.
Overlay a Google Calendar in a Smartsheet Calendar view
- Click the Overlay Google Calendar link.
- Turn the radio dial to ‘On’.
- NOTE:
- Changes made in Google Calendar are reflected in the Smartsheet Calendar.
- Google Calendar items are read only – they cannot be edited in Smartsheet.
Publish a Smartsheet Calendar via iCal feed
- Click the Publish to iCal link to publish your Smartsheet Calendar dates to your external calendar feed (Outlook, Lotus, iCal, etc.).
- Turn the bottom iCal (Calendar) radio dial to ‘On’.
- Click Add to my calendar or Copy & Paste the given URL to subscribe from your external calendar.
Publish a Smartsheet Calendar to a Zimbra Calendar
- Click the Publish to Zimbra Calendar link to publish your Smartsheet Calendar dates to a Zimbra Calendar.
- Turn the radio button to 'On'
- NOTE: this option is only visible to users who have linked their Smartsheet accounts via the Smartsheet Zimlet within Zimbra
Calendar publish options can be found on the bottom of the Calendar View toolbar:
Google account integration
Smartsheet enables integration with Google in several areas, including single sign-on, Google Drive, Google Contacts and Google Calendar.
Login to Smartsheet with your Google account
- On the right side of the Smartsheet login form, there are two links for Google users:
- Use my Google account - use this link if you have a free Gmail, Google Docs or other Google account
- Use my Google Apps account - use this link if your company has a Google Apps account
- If you are already logged in to your Google account in your current browser session, you will only be asked to grant Smartsheet permission to use your Google credentials (note: Smartsheet does not receive or store your Google password). If you are not logged in to Google already, there will be an extra step to provide your Google account information.
- After you have completed the Google permission form(s), you should be able to go to Smartsheet's login page, click on the Use my Google account link and login to Smartsheet without needing to type in a login name/password.
Google Drive Integration 
Attach Files from Google Drive in Smartsheet
You can attach any file from Google Drive to a row, to a sheet, or to a discussion in Smartsheet.
- In the attachment form, click on the Attach From button
- Select Google Drive
- You may get a Google form asking you to grant Smartsheet access so we can present the list of your items in Google Drive to choose from.
- Select the file you wish to attach.
- Note: Smartsheet sharing does not override your Google Drive sharing. Only people who have been shared the item in Google Drive will be able to open it from the link in Smartsheet.
- If you have attached a Microsoft Office Word, Excel or Powerpoint (.ppt) 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 also works for .txt files but is not yet supported for Powerpoint 2007 (.pptx) 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).
Create New Smartsheets in Google Drive
You can create new Smartsheets from within Google Drive if you have installed the Smartsheet app from the Chrome Webstore.
- Open the Chrome browser and go to the Smartsheet listing on the Chrome Webstore
- Click on the Add to Chrome button in the upper right corner of the Smartsheet listing
- Note: you must use the Chrome browser to install the Smartsheet app but after the install, you will be able to access the Google Drive-Smartsheet features on any browser
- There are two options from within Google Drive to create new Smartsheets:
- Create New - click on the Create button in Google Drive, select More, and then select Smartsheet. You can name your sheet and choose whether to start with a project sheet, task list or blank sheet. A link to the new Smartsheet will be created in Google Drive.
- Open With - you can also open any Microsoft Project (.mpp), Microsoft Excel (.xls, .xlsx) or CSV file as a Smartsheet by right clicking on the file in Google Drive, selecting Open With and then selecting Smartsheet. The file will be imported into Smartsheet, creating a new Smartsheet and a link to the Smartsheet created in Google Drive.
- The links to the new Smartsheets in Google Drive will launch the Smartsheet. They can also be moved into any of your Google Drive folders.
Import/Export
- Import - you can quickly create a Smartsheet by importing a Google Spreadsheet from your Google Drive. In Smartsheet, click on the tab with a green plus at the top and select "Import Google Spreadsheet". You may be asked to grant Smartsheet access to your list of Google Docs. You can then select which Google Spreadsheet you wish to import into Smartsheet.
- Export - you can export any Smartsheet to a Google Spreadsheet. On your Smartsheet, click on the Sheet Action button in the upper left (or right click on the sheet name) and select "Export to Google Spreadsheet." The new Google Spreadsheet will appear in your Google Drive.
Import Gmail Contacts
- To import Gmail Contacts into Smartsheet, click on the My Account link in the upper left and select "My Smartsheet Contacts"
- Click on the Import Contacts button in the lower left corner of the form, select Gmail, and click on the Next button
- You will be asked to enter your Gmail username and password (Smartsheet does not store your Google password) and then you can select which contacts you want to import into Smartsheet
Google Calendar Integration
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