How to Connect Smartsheet as Data Destination
The integration will allow you to create new rows, update existing rows, or add comments to Smartsheet rows in response to actions in other systems. For example, a new row appears in Smartsheet when the lead in CRM moves to another funnel stage, or when a new order appears on your site. This will allow you to automate workflows efficiently and save you a lot of time.
Let's go through the entire Smartsheet setup steps together!
Navigation:
1. What will integration with Smartsheet do?
2. How to connect your Smartsheet account to ApiX-Drive?
3. How to set up data transfer in Smartsheet in the selection action?
4. An example of the data will be sent to your Smartsheet.
5. Auto-update and update interval.
After configuring Data Source, click "Start Configuring Data Destination"
Select the system as Data Destination. In this case, Smartsheet must be specified.
Next, you need to specify an action, for example, "Add ROW".
- Add ROW - data will be added to your sheet in new rows. For example, if you have 10 rows filled in your table, then our system will add data to the 11th row, and so on. If your table has 10 filled rows and you delete the data from the 5th row, then the system will continue to transfer data to the 11th row, and so on. But if you delete all rows, then the system will pass data to the first row.
- Update ROW - your sheet will update or add data in the rows and columns you need. The system will search for the required value in one of the columns, and if, when uploading new data from the Data Source, it finds a line with the required parameter (phone number, email, or order number), then the data in the column you specified will be updated or added.
- Add COMMENT to a line - comments will be added to existing rows on your sheet. The system will search for the required value in one of the columns, and if, when uploading new data from the Data Source, it finds a line with the required parameter (phone number, email, or order number), then the comment you specified will be added to this row.
The next step is to select the Smartsheet account from which will get the data.
If there are no accounts connected to the system, click "Connect account".
Enter your Smartsheet Account Email and Password.
Give your permission to ApiX-Drive to work with this account.
When the connected account is displayed in the "active accounts" list, select it for further work.
Specify the Smartsheet to Data Destination and assign variables from the Data Source system to Smartsheet fields.
In order to add a variable, click on the field to which you need to transfer data and select the desired variable from the drop-down list. If necessary, you can write the data manually.
Click "Continue" when you're done with assigning fields.
Now you see the test data that will get to Smartsheet.
To check the correctness of the settings - click "Send test data to Smartsheet" and go to your Smartsheet to check the result.
If something does not suit you - click "Edit" and go back one step.
If everything suits you, click "Next" to continue the setup.
This completes the Data Destination system setup!
Now you can start choosing the update interval and enabling auto-update.
To do this, click "Enable update".
On the main screen, click on the gear icon to select the required update interval or setup scheduled launch. To start the connection by time, select scheduled start and specify the desired time for the connection update will be started, or add several options at once when you need the connection will be started.
Attention! In order for the scheduled launch to work at the specified time, the interval between the current time and the specified time must be more than 5 minutes. For example, you select the time 12:10 and the current time is 12:08 - in this case, the automatic update of the connection will occur at 12:10 the next day. If you select the time 12:20 and the current time is 12:13 - the auto-update of the connection will work today and then every day at 12:20.
To make the current connection transmit data only after another connection, check the box "Update connection only after start other connection" and specify the connection after which the current connection will be started.
To enable auto-update, switch the slider to the position as shown in the picture.
To perform a one-time data transfer, click on the arrow icon.
This completes the setup of Smartsheet as a Data Destination! See how easy it is!?
Now don't worry, ApiX-Drive will do everything on its own!