SmartSheet Integration
- Gabrielle Pollack
Overview
Smartsheet is a software as a service offering for collaboration and work management, developed and marketed by Smartsheet Inc. It is used to assign tasks, track project progress, manage calendars, share documents, and manage other work, using a tabular user interface.
Experience.com’s Smartsheet integration solution allows enterprise customers to automatically send surveys to desired recipients during and after key moments in any part of a project or lifecycle taking place in the software. The Smartsheet integration allows you to:
Ingest project/process data from Smartsheet boards into Experience.com.
Map ingested data to campaigns within the account
Automate campaigns and send surveys to project participants and partners based on role, transaction type, or location.
Transactions ingested from the Smartsheet platform into the XMP are labeled as verified transactions.
Smartsheet Integration Business Use
Human Resources teams that track hiring and onboarding tasks on Smartsheet boards integrate with Experience.com to automate critical aspects of the onboarding process, including communication workflows, informative campaigns for new hires, and strategically timed check-in surveys such as the essential 30-, 60-, and 90-day assessments.
Integrating Experience.com and Smartsheet enhances efficiency, ensures timely interactions, and streamlines the onboarding journey, ultimately fostering a more engaging and productive work environment.
Prerequisites for Configuring a Smartsheet Integration
Several prerequisites must be met before Experience.com can access and ingest process or project data from Smartsheet. Smartsheet uses Zapier’s technology to integrate with Experience.com and other applications. To integrate with Smartsheet via Zapier, you will need:
A Zapier Starter package plan ($19.99/mo)
An API key from the account’s ingestion set up in the XMP
Obtain an API Key from your Account’s Ingestion Setup
To create a new configuration, navigate to the Account Settings page and open the Ingestion Settings. Scroll to find and click Smartsheet, and then click the blue “New Connection” button.
Once the connection is created, some information is required to verify and activate it.
Give the connection a name.
Enter a point of contact for the integration. This is someone that Experience.com may contact if an ingestion error occurs or if a re-configuration is needed for the integration.
Scroll down to the bottom of the ingestion setup, ensure the Activate Connection setting is checked, then click the blue Save button.
When the Smartsheet configuration has been verified and connected, click back into it to access the API Key.
When called for in the instructions, locate the API Key and click the copy button to copy it to your computer’s clipboard.
Configuring the Smartsheet Integration
To configure the integration between Smartsheet and Experience.com, you will first need to create a Zap within Zapier that automates the flow of data from Smartsheet to the XMP whenever a specific change is made within a sheet. Finally, field IDs from Smartsheet have to be mapped to fields available via Zapier. Once the fields are mapped properly, the connection can be finalized and the automation can begin.
Take the following steps to get started:
Create a Smartsheet Zap in Zapier
Log in to Zapier, then click Create Zap.
Click 1. Trigger to start building the Zap.
In the search bar, search for and select Smartsheet from the list of Apps.
Once you have chosen Smartsheet as the app, select the trigger event, for example New Row (or other preferred trigger). Then, click Continue.
Click the sign-in button next to the Smartsheet logo, then click Allow to give Zapier and Experience.com access to the necessary permissions in Smartsheet. When redirected back to Zapier, click Continue.
From the dropdown list of all of your sheets, select the sheet which should trigger a campaign when a specific update is made. Once selected, click Continue.
Test the trigger fields by clicking the purple Test button to ensure all the data flows properly from Smartsheet to Zapier. When the Test data is displayed, ensure it is correct, then click Continue with the selected record.
Create an Action for Experience.com to Retrieve the Data
Search for and select Experience.com for the new action.
For the event, type and select Retrieve Smartsheet Transactions, then click Continue.
In the Account sub-menu, click Sign in or Connect a new account. When re-directed, enter the API key that you retrieved from the account’s ingestion set-up in the XMP and click Continue.
Map Smartsheet Fields in Zapier
When the Action menu expands, each field from Smartsheet needs to be mapped to an Experience.com field. For each field provided on the screen by Zapier, type or insert the corresponding field from Smartsheet, then click Continue.
Zapier Fields | Smartsheet Fields |
|---|---|
Id | Id |
Original Id | Original Id |
Created At | Created At |
Modified At | Modified At |
Sheet Name | Sheet Name |
Screened Status | Screened |
Date Screened | Date Screened |
Recruiter Name | Reviewer Display Value |
Recruiter Email | Reviewer |
Applicant Name | Applicant Name |
Applicant Email | |
Applicant Phone Number | Applicant Phone |
Date Submitted | Date Submitted |
When the fields have all been mapped, test that data is pulling into all of the places it should be.
Finally, click Done Editing, then turn the Zap on with the toggle at the top of the page.
Once the Zap is enabled, data will be pulled in from Smartsheet and into Experience.com for transaction ingestion. Because of the API connection within the integration, data is transferred more often than on a daily basis. Transactions will typically be processed within hours of the status update.