Use Smartsheet to Automate Processes, Manage Projects, and Track Tasks

For contemporary mission administration, activity monitoring, course of automation, and collaboration from workplaces or distant places of work, Smartsheet is the one device that you simply want.

A dynamic mission and activity administration device is critical for companies that function on-line, crave progress, and need to scale up quickly. Nonetheless, they use a number of instruments as a result of most activity administration software program focuses on particular functionalities. 

Smartsheet is an all-in-one answer that saves money and time. Learn on this concise evaluation of Smartsheet till the top. You’ll find out about important options and the way they slot in virtually. 

What Is Smartsheet?

As its title implies, Smartsheet is a modernized spreadsheet device. Nonetheless, it’s not only for numerical enterprise knowledge processing. It’s also possible to handle initiatives, monitor duties, and automate enterprise processes.

It’s also well-liked among the many enterprise fraternity as a no-code digital options platform. Your crew can develop computerized workflow options like doc approval, content material approval, activity project, and extra with out writing a single line of code.

Greater than 90% of the Fortune 100 corporations use Smartsheet to facilitate collaboration, automated workflows, easy mission administration, content material administration, and dynamic work.

The device suits any enterprise, from only one Mission to a portfolio of many initiatives. Relying in your workload, you may select your Smartsheet plan and scale up if wanted.    

The place Can You Use Smartsheet?

Whether or not working on-line or offline, Smartsheet is appropriate for all types of companies. Discover under an inventory of well-liked use circumstances: 

  • Skilled companies
  • Telecommunications
  • Nonprofits
  • Software program and product improvement
  • Manufacturing companies
  • Gross sales and advertising businesses
  • IT help and operations
  • Expertise consultancy enterprise
  • Monetary companies
  • Small and medium companies
  • Federal authorities
  • Human sources options   

Core Capabilities of Smartsheet

Smartsheet has a whole lot of functionalities to rework mundane work into an thrilling one. Its core capabilities embrace pre-built options, premium add-ons, and core functionalities. Listed below are some key functionalities that you’d want repeatedly: 

  • Exercise historical past of Duties, Tasks, and WorkApps
  • Attaching information to initiatives and duties
  • Workflow automation
  • Calendar administration
  • Third-party app connectors
  • Dashboards
  • Important path technique
  • E-signatures
  • Spreadsheet formulation
  • Notifications and reminders
  • Work insights
  • Gantt chart
  • Information retention controls
  • Doc builder
  • Offline and on-line varieties

Smartsheet: A One-Cease Resolution for Tasks and Duties

Smartsheet has all of the instruments and functionalities it is advisable handle easy to complicated initiatives. Therefore, you don’t want one other enterprise software program to work on the identical duties. Moreover, you may bridge current enterprise apps with Smartsheet and management all knowledge and duties from one centralized device.

Discover under the options and functionalities that make Smartsheet a really one-stop answer for any enterprise operations and processes:  

Fundamentals for Work Structuring

At its core, Smartsheet is a complicated spreadsheet device. Therefore. It comes with related options to a regular spreadsheet app. On prime of the usual options, there are superior options like automation, customized apps, sharing, publishing, and so forth.

The thought is to permit customers to customise the app in response to their enterprise wants. Some key primary options are:   

1. Sheets and Rows

Sheets are the spine for all the pieces you do on Smartsheet. Whether or not it is advisable create a Mission, WorkApp, Automated Workflow, Report, and many others., you have to a sheet. Smartsheet mechanically makes and codecs the sheet if you select completely different choices from the Create menu. Inside a sheet, you will discover rows for knowledge entry.  

2. Columns

Columns allow you to arrange the row knowledge. You may add customized columns relying on mission wants. A Mission Administration sheet default comes with the Process Title, Begin, End, Period, Predecessors, Assigned To, Remark, %Full, and Standing columns.

3. Formulation

Smartsheet comes with customary spreadsheet formulation like SUM, AVG, COUNT, MIN, MAX, and many others. You can see extra complicated formulation within the All Capabilities record. 

Mission Administration and Gantt Charts

Project Management on Smartsheet

Mission administration in Smartsheet is handy because it makes use of a spreadsheet because the underlying knowledge supply for the initiatives. You may create a brand new mission from the Create menu of Smartsheet.

Whenever you select Mission within the Create menu, Smartsheet creates a brand new sheet underneath your mission title chosen.

The brand new mission sheet is auto formatted so you may enter mission knowledge like Process Title, Period, Begin, End, Predecessors, Assigned To, %Full, and Standing.

You may click on the Sheet Abstract button on the correct facet toolbar so as to add a abstract for the Mission. In abstract, you should use Textual content/Quantity, Contact Checklist, Date, Dropdown Checklist, Checkbox, and Symbols.

A project with Gantt chart

When you enter a number of duties and their begin and finish dates, you may create a Gantt chart to your Mission. On the higher toolbar of the sheet, it is best to see Grid View.

Click on on that and swap to Gantt View to get an computerized Gantt chart.     

Automated Workflows

Popular templates for workflow automation

If your enterprise course of consists of many handbook and repetitive duties, you may effectively automate these duties utilizing Automated Workflows. Creating an automatic workflow is tremendous simple on Smartsheet with templates. You should utilize such automation in countless circumstances, and a few key examples are: 

  • Notify a crew member that you’ve assigned them a activity.
  • Inform the stakeholder {that a} due activity date has modified.
  • Notify stakeholders and collaborators {that a} crucial date is approaching, like a gaggle assembly.
  • Preserve the mission timeline up to date by getting weekly activity standing from mission crew members.
  • Let Smartsheet mechanically edit the sheet relying on particular actions like somebody closing a activity or updating activity standing.
An example of a blank automated workflow for updates

You may create an Automated Workflow from the mission sheet. Search for the Automation button on the highest left nook of any sheet. Click on on that after which choose Create workflow from a template.      

Sharing and Collaboration

Engaged on collaborative initiatives securely is likely one of the greatest options of Smartsheet. The Sharing and Collaboration device brings enterprise-level collaboration and knowledge safety to your Tasks, Duties, Dashboards, Studies, and WorkApps.  

1. Permissions

Whenever you share your Smartsheet content material with somebody, you may assign completely different permissions primarily based on their roles. Smartsheet at the moment permits 5 permission ranges: Admin, Proprietor, Editor, Commenter, and Viewer.

2. Varieties

You may create Varieties from the sheet view to gather knowledge on initiatives. Smartsheet customers use Varieties to consolidate knowledge like:

  • Worker suggestions
  • Buyer suggestions
  • Product orders
  • Process orders
  • Mission ideas
  • Ticket creation and knowledge assortment

3. Workspaces

Workspaces perform like shared cloud storage on Smartsheet. You may drop Smartsheet content material like sheets, stories, dashboards, WorkApps, and many others., on Workspaces. Then, configure entry permissions and share the Workspaces with collaborators. When you add content material to the identical workspace once more, the collaborators will get computerized entry.


Smartsheet Studies allows you to share the high-level Mission or activity knowledge with collaborators and stakeholders. You may consolidate a number of sheets, duties, or initiatives in a report or create particular person stories. 

Studies are useful if you filter out sheet knowledge and present particular knowledge that the viewers must know. Therefore, you should use Studies for:

  • Presenting pending initiatives or duties
  • Showcasing gross sales quantity
  • Reporting advertising achievements in numbers
  • Presenting monetary stories
  • Informing useful resource utilization
  • Reporting stock standing

You may create a standalone Report or project-linked Report from the Create menu of Smartsheet. Right here is how: 

Location of create menu of smartsheet
  • Select Report from the Create menu.
  • Choose both Row Report or Sheet Abstract Report.
  • Row Report helps create stories from playing cards, Gantt, calendars, and sheet grids.
  • Sheet Abstract Report is efficient if it is advisable create an account on summaries of varied mission sheets.
  • Choose the newly created Report hyperlink to begin including knowledge.
  • Smartsheet interface will information you thru the primary time.     
An example of a row report on Smartsheet


Dashboards empower you to share participating and intuitive stories with collaborators with out sharing complicated sheets.

Companies can use Smartsheet Dashboards in some ways like: 

  • Mission completion metric for mission groups
  • Worker efficiency dashboard for the HR crew
  • Monetary achievement board for finance processes
  • Gross sales achieved vs. goal for gross sales groups

To create a Dashboard:

  • Choose any mission from Smartsheet Browse.
  • Click on on Create after which select Dashboard/Portal.
creating a dashboard for a project on smartsheet
  • Kind in a reputation and click on OK.
  • A Dashboard will seem under the Mission.
  • Click on on that to entry the enhancing display.
  • Now, choose Add Widget so as to add knowledge to the Dashboard.
  • You may select from Metric, Chart, Shortcut, Report, Picture, and many others.
  • When you select a Widget, you’ll get the choice Add Information.
Adding data to dashboard metrics
  • Click on that and select Grid or Sheet Abstract Information from the Choose Information display.        

Doc Builder

Companies that take care of quite a few contracts and customized paperwork can profit from this Smartsheet function. You may immediately replace sheet knowledge from a Smartsheet mission or activity to a fillable PDF kind.

  • Choose the Rows of a sheet after which right-click and select Row Actions
  • Within the new context menu that seems, you will discover Generate Paperwork
how to build documents from sheets in smartsheet
  • Click on on that to go to the Doc Builder mapping web page. 
  • Map fillable PDF paperwork as soon as per Mission and create paperwork everytime you need.  

1. DocuSign Signatures

If a doc wants signatures from collaborators, you should use the DocuSign template.   

2. Customise Emails

customize emails from document builder sheet

This subfeature enables you to ship personalised emails to collaborators for eSignatures straight from any mission or activity sheet. 

3. Monitor Statuses

When mapping a Doc Builder, insert the Add a monitoring column aspect to trace the doc approval standing. When Smartsheet detects a change in DocuSign, it would replace the standing within the sheet.   


preview a workapp in smartsheet

These apps allow you to create standalone net apps for the content material of Smartsheets like dashboards, stories, sheets, varieties, Google Docs, Tableau Dashboards, and many others. WorkApps include devoted URLs with the intention to textual content or e mail the URL for efficient collaboration. Moreover, you may set customized entry controls in WorkApps.  

1. Create a WorkApp

  • Out of your Smartsheet Dwelling, click on on Create and choose WorkApp.
  • You can begin from scratch or choose a WorkApp template.
  • Click on the Untitled App part on the WorkApp display to enter a reputation.
  • The builder will information you thru to complete the WorkApp. 

2. Add Content material to WorkApp

  • If you’re the content material proprietor or Smartsheet admin, you may add the content material to WorkApps.
  • Go to the WorkApps residence by clicking the WorkApp button on the left-side panel.
  • Click on the goal WorkApp after which choose Edit app.
  • From the Pages part on the left toolbar, select Add Pages.
add smartsheet content to workapps
  • Click on on Smartsheet Content material and find the content material so as to add it to the WorkApp.

3. Preview WorkApps

When you add function and content material to your WorkApp, you may preview it by function to see how the app will look as soon as it’s on-line. Click on on the Preview button on the highest left nook of the WorkApp display and choose a task like Mission Workforce. You may click on Publish to finalize the app from the Preview mode or choose Exit Preview to begin engaged on the WorkApp. 

Third-Celebration App Connectors

Many Smartsheet Connectors (ODBC protocols) are within the Options Heart’s Add-Ons part. Nonetheless, the followings are the favored ones that medium and enormous companies use:   

1. Jira Connector

It allows you to work on Jira points and tickets straight from the Smartsheet app. You will need to subscribe to Enterprise, Enterprise, or Smartsheet Superior to get this Connector. The Connector helps each self-hosted and cloud Jira fits. Smartsheet Admin can permit Consumer-level profiles to replace tickets, monitor progress, and monitor workflows of Jira. 

2. Salesforce Connector

Salesforce Connector for Smartsheet Advance subscription allows gross sales, merchandise, and ordering groups to fetch real-time knowledge from the Salesforce app. You may automate Salesforce processes like pipeline evaluation, bulk updates, forecasting, hand-off from gross sales to companies, and extra.  

3. Microsoft Dynamics 365 Connector

Microsoft Dynamics 365 sync is accessible with Smartsheet Advance. It helps customer-facing companies collaborate straight with gross sales, merchandise, and ordering groups on Smartsheet. Join your Microsoft Dynamics 365 occasion as soon as and carry out all of the common duties from Smartsheet.  


You will need to search for an all-in-one answer everytime you select a mission and activity administration software program. In any other case, you will discover you and your crew are busy managing a number of enterprise instruments as an alternative of initiatives and shedding out on productiveness.

Smartsheet is one such device that provides all of the functionalities {that a} dynamic enterprise wants. Check out the device and apply the above capabilities in your enterprise. See in case you can witness higher productiveness, automation, and cooperation between your groups. 

You may additionally have an interest within the introduction to SAFe for a productiveness enhance in your enterprise enterprise administration.

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