Skip to main content

Smartsheet

The Smartsheet platform enables you to collaborate, manage, and report on work in real time, automate workflows, and deploy new processes at scale.

The following sections explain prerequisites, resources, and instructions for integrating with SaaS Management.

Stored Smartsheet Information​

The following table describes the available integration tasks and stored data within SaaS Management.

Available Integration TasksInformation Stored
Application RosterUser ID
Email
First Name
Last Name
License Type
Application AccessLast Login
User Event Activity
License DifferentiationFor more information, see Smartsheet License Types and Tracking Application Activity by License Type for License Differentiation.
License InformationThe SaaS Management License Information integration task is not yet supported for Smartsheet. Currently, there is no Smartsheet API endpoint that fetches license type information and the total number of available licenses.
ReclamationAfter the reclamation task is executed for the selected users, the user licenses are reclaimed. As a result, the users become Free Collaborators in your organization’s Smartsheet account.
For more information, see Reclaiming SaaS Licenses.
note

The information stored is subject to change as enhancements are made to the SaaS application.

Required Minimum Permissions for Smartsheet​

Administrator access is required.

Smartsheet Authentication Method​

The Token Based authentication method is required.

Required Smartsheet Credentials​

The following credentials are required:

  • Access Token

  • Enable Event Activity

  • Include Free Users.

Smartsheet License Types​

The Smartsheet integration displays a list of licenses associated with each discovered user in the Activity tab. The license types are described in the following table.

Smartsheet License Types Displayed in the Activity TabSmartsheet Role
AdminThe user role is assigned as System Admin.
Free UserFree users are the Free Collaborators and Unlicensed Users.
Licensed UserThe user role is assigned as Licensed User, Group Admin, or Resource Viewer

Integrating Smartsheet With SaaS Management​

Complete the following tasks to integrate Smartsheet with SaaS Management:

Generating an Access Token With Smartsheet​

Complete the following steps to generate an access token with Smartsheet.

  1. Sign in to your Smartsheet account as an administrator.
  2. On the Account menu, click Apps & Integrations. The Personal Settings page opens.
  3. On the Personal Settings page, go to the left-hand menu and select API Access. The Manage API Access Tokens dialog appears.
  4. In the Manage API Access Tokens dialog, click Generate new access token.Clearly name your new API Access Token (Example: SaaS Management Integration) and click OK.
  5. Clearly name your new API Access Token (Example: SaaS Management Integration) and click OK.
  6. Copy and paste the API Access Token into a file. You will later copy and paste this token into SaaS Management.
  7. Complete Integrating Smartsheet With SaaS Management.

Integrating Smartsheet With SaaS Management​

Complete the following steps to integrate Smartsheet with SaaS Management.

  1. Add the Smartsheet application in SaaS Management. See Adding an Application.

  2. In the Add Application page:

    1. Select the appropriate Integration Tasks.
    2. Copy and paste the Smartsheet API Access Token obtained while Generating an Access Token With Smartsheet into Access Token.
    3. Enter the appropriate value in the Enable Event Activity field based on your Smartsheet plan. For more information, see the following table.
    Smartsheet PlanValue to Enter
    For Smartsheet Enterprise plans with the add-on feature Event Reporting , SaaS Management can track Smartsheet user event activity data when the Enable Event Activity field is enabled.
    For a list of all currently supported events, see Smartsheet’s documentation topic, Event Reporting Reference.    		Yes
    For Smartsheet Pro and Business plans, SaaS Management can only track Smartsheet last login activity.No or leave the Enable Event Activity field blank
    1. Enter the appropriate value in the Include Free Users field based on the scenarios listed in the following table.
    Include Free Users ScenerioValue to Enter
    To track Smartsheet Free Users in SaaS ManagementYes
    To filter out Smartsheet Free Users in SaaS Management
    By default, free users are not tracked in SaaS Management’s integration with Smartsheet.    		No or leave the Include Free Users field blank

    1. Click Authorize.

      For further information on managing and optimizing your organization’s Smartsheet licenses, see:

Smartsheet API Endpoints​

Application Roster​

https://api.smartsheet.com/2.0/users

Application Access​

If Enable Event Activity is set as “Yes”:​

https://api.smartsheet.com/2.0/events

If Enable Event Activity is set as “No” or left blank:​

https://api.smartsheet.com/2.0/users

Reclamation​

https://api.smartsheet.com/2.0/users/<<UserID>>