5 tips to make the most of the Smartsheet mobile app

by Brendan Reed

As boundaries between personal and work lives overlap, we’re all looking for ways to maximize time and stay updated on business priorities. And as enterprises shift to support remote work, they need a secure platform that can keep everyone on the same page, wherever they’re working.

The Smartsheet mobile app gives you real-time access to everything in Smartsheet, no matter where you’re working. Giving business leaders visibility into key metrics and business performance with dashboards, providing teams with resources and updates via portals, and allowing everyone to stay informed and engaged is a requirement for businesses to stay agile and competitive.

The Smartsheet mobile app takes the best parts of Smartsheet and puts them at your fingertips. To get the most out of your Smartsheet mobile app experience, here are our tips to help you maximize work productivity and your team’s efficiency, no matter where you’re working.

1. Easily view and take action on work when you’re not at your computer

Dashboards on the Smartsheet mobile app

Viewing Smartsheet dashboards and portals on your mobile device provides a real-time view into the status of your business at your fingertips, without scrolling through countless sheets and reports.

When you don’t have access to your computer, or are juggling work and personal priorities from home, being able to quickly reference the work content you need — including sheets, reports, and dashboards — in a centralized location on mobile saves you time and energy.

With dashboards, you can see mission-critical KPIs that have been surfaced on dashboards from your mobile device for better visibility, anywhere.

Viewing and using portals on mobile can help you stay productive while on the go, especially for companies that leverage team portals that have shortcuts to forms and other documents that remote workers need to access.

Pro tip

  • Dashboards and portals are rearranged and optimized when viewed on the mobile app, but sometimes it’s helpful to see the desktop layout to get the full view. You can easily switch to “desktop layout” by clicking the blue button at the bottom right of every dashboard or portal in the mobile app.

2. Collect critical information from remote and field teams

Request form on the Smartsheet platform

Smartsheet forms enable teams to input information from the field so that critical data, images, and more can be captured. They remove many data entry barriers that workers deal with every day.

Pairing forms with conditional logic, teams can create more effective and relevant experiences in forms, and ensure sheet managers have the data they need from submissions. Here’s a real-life example from a Smartsheet customer:

“Smartsheet mobile forms are a simple way for our clients to submit Warranty Requests. Anyone at our clients’ organization can open the link from their device, fill out basic information, attach a photo for clarity, and submit, which automatically sends a notification to our Warranty Manager. The interface is cleaner, faster, and more mobile-friendly than filling out a document and attaching to an email message.”

Kendall Y. Pouland
Director of Professional Development

Pro tip

  • Some Smartsheet customers create QR codes using the URL for a form, so mobile users can quickly scan it and jump right to a form. QR codes can usually be scanned using the native camera app on your smartphone, or from within the Smartsheet mobile app. This is a great way to save time by eliminating the need to login and search for the correct form.

3. Capture and markup images, and scan barcodes on the fly

A screenshot of a photo with a red circle to show the markup capabilities of the Smartsheet mobile app

Capturing images via the Smartsheet mobile app can speed up the intake of critical information from the field. Crop, rotate, and perform other lightweight edits when you upload them. You can also markup images to add emphasis or context when uploading through the mobile app — critical when working with dispersed teams who need to review submissions.

Whether you’re taking pictures for a construction site survey or recording receipts for accurate expense tracking, mobile images help you capture what you need in real time from your mobile device.

Some Smartsheet customers in the healthcare industry use this feature to track and manage critical inventory in hospitals, and ensure field teams have the equipment they need to do their work. Check out this blog post to learn more about mobile barcode scanning.

Pro tips

  • When entering a barcode string into a sheet, take a picture of the barcode itself and add it to another row. That way, if you lose the physical barcode you can always print out another copy to use at a later date.

  • Our Solution Center offers a wide range of templates, including one for Barcode Inventory Management. Note: You'll need to be logged in to your Smartsheet account on desktop to view the Solution Center.

4. Spend less time on update and approval requests

This image shows the Notifications screens and navigation for the Smartsheet mobile app

Using mobile push notifications, you can quickly see update and approval requests that are sent to you, then take action right away.

Requests are often time-sensitive, and it’s critical for managers, executives, and decision-makers to easily see and respond to requests on their mobile devices.

Managing approvals on mobile can save a lot of time for everyone. For example, companies that use requests to review and approve paid time off (PTO) can save hundreds of hours of manual work per year:

“We are estimating that by converting partial day PTO requests to Smartsheet mobile, we will save approximately 1,100 to 1,200 hours annually for our organization.”

Patricia Tomsko Nay
Executive Director
Office of Health Care Quality

Pro tips

  • Enable push notifications on your smartphone to ensure that you’re notified of critical update and approval requests right away.

  • If you missed the notification banner as it popped up on your phone screen, you can simply jump into the Smartsheet mobile app and open the Notification Center to see the latest request.

5. Quickly access recents, favorites, and notifications

One of the most powerful parts of the Smartsheet mobile app is how quick and easy it is to access your favorites, recents, and notifications.

Finding and opening your recent sheets, reports, forms, and dashboards only takes a few seconds, so you can quickly get back to what you were working on.

For our customers, this can reduce time finding the right sheet. Have a task tracking sheet that you often reference, or a team portal with pertinent links to do your work? You can quickly access these resources via the Smartsheet mobile app and pick up where you left off.

Pro tips

  • Do you frequently visit a company resource dashboard or team portal? Favorite that dashboard or portal to quickly access it and eliminate search time. This is especially useful when you have access to hundreds of Smartsheet items.

  • Our Notification Center is a great hub for alerts, organized in chronological order, that can be used to get you caught up on what you’ve missed or have been sent in Smartsheet.

Bonus tip: Communicate in the context of your work

A screenshot of the Conversations panel on mobile appears, with Andre, Nicole and Marcia discussing refreshed features to mobile experience

You may already be familiar with Conversations and how they work in Smartsheet, but they’re also available on the Smartsheet mobile app. You can track work and communications in the same place, providing context for decisions and updates.

When combined with @mentions and push notifications, you’ll see replies right away and can quickly respond to them by clicking on the push notification.

Attachments, like images and files, can also be submitted with comments on the mobile app. When working remotely or in the field, this is a powerful way to give your teams context on attachments when you can’t explain it in person.

Pro tip 

  • Use the @mention feature to include stakeholders to ensure they receive a notification when you leave a comment. All @mentions will show up in the notification center in the mobile app in case a push notification is missed.

Use the Smartsheet mobile app to get going today

Check out our help articles at Smartsheet for iOS and Smartsheet for Android for more details on using the Smartsheet mobile app.

If you don’t already have the Smartsheet mobile app, download it on the App Store for iOS, and the Google Play Store for Android: