Import data from Smartsheet[BETA]

Zoho DataPrep allows you to bring in data from Smartsheet, a cloud-based work management and collaboration platform that helps teams plan, track, automate, and report on work. With this integration, you can prepare data and efficiently monitor and manage the execution of projects. With prepared data, you can also devise powerful strategies to manage risks, and track key project metrics to scale up the operational efficiencies of organizations.

To import data from Smartsheet

1. Open an existing pipeline or create a pipeline from the Home Page, Pipelines tab or Workspaces tab and click the Add data option.

Info: You can also click the Import data

icon at the top of the pipeline builder to bring data from multiple sources into the pipeline.

2. Choose the Project Management category from the left pane and click Smartsheet. You can also search for Smartsheet in the search box.

Note: If you had already added a connection earlier, click the required connection and proceed to import. You can also find your saved connections under the Saved connections category from the left pane. To learn more about Saved connections, click here.

3. Select an account from the saved connections or connect a new account using Add new option.

To authenticate Smartsheet account

4. Provide a unique Connection name and API key of your project from Smartsheet in the respective fields.

5. Choose the data center where your Smartsheet account is hosted in the Account drop-down.

To get the API key

Click the Profile icon from the bottom left pane and choose the Personal Settings option.

b. Click the API Access option and click the Generate new access token button.

c. Provide a name for the access token and click OK.

d. Once the key is generated, copy paste it in the DataPrep import screen.

5. Choose the required Modules and the corresponding fields will be displayed. Select the Modules and Fields that you would like to import.

6. Once you have completed importing data, Pipeline builder page opens and you can start applying transforms. You can also right-click the stage and choose the Prepare data option and prepare your data in the DataPrep Studio page. Click here to know more about the transforms.

Note: When you import more than one module from your Smartsheet organization, each module will be created as a stage in DataPrep as above.

7. Once you are done creating your data flow and applying necessary transforms in your stages, you can right-click a stage and add a destination to complete your data flow.

Note: After adding a destination to the pipeline, you can try executing your pipeline using a manual run at first. Once you make sure manual run works, you can then set up schedule to automate the pipeline. Learn about the different types of runs here.

Schedule

You can schedule your pipeline using the Schedule option.

Schedule configuration

1. Select the Schedule option in the pipeline builder.

2. Select a Repeat method (hourly, daily, weekly, monthly) and set frequency using Perform every dropdown. The options of the Perform every dropdown change with the Repeat method. Click here to know more.

3. Select the GMT at which you want to import new data found in the source. By default, your local time zone will be selected.

4. Pause schedule after: This option allows you to choose to pause the schedule after n number of failures.

Info: The range can be between 2-100. The default value is 2.

Import configuration

You can configure how to import and fetch data from your Smartsheet organization using the Import configuration option.

Note: The import configuration needs to be mandatorily setup for all the sources in the pipeline. Without setting up the import configuration, the schedule cannot be saved.

Important: You can import all data only and incremental data fetch is not supported yet for Smartsheet.

5. Select the Click here link to set the import configuration.

6. Select the required option from the How to import data from source? drop down. You can choose to import all data or not import data using this option

Import all data

This option will import all available data from your Smartsheet project.

Do not import data

The data is imported only once. The second time, the rules get applied to the same data and get exported.

7. Click Save to schedule import for your data.

Note: If you have already configured a schedule from Smartsheet, data will be reloaded based on your earlier configuration under the Import configuration section when you click on the Edit schedule option and set a new schedule.

Schedule settings

Stop export if data has invalid values: Enabling this will stop the export when prepared data still has invalid values.

Order exports

You can use this option when you have configured multiple destinations and would like to determine in what order the data has to be exported to destinations.

If not enabled, export will run in the default order.

Note: This option will be visible only if you have added more than one destination in your pipeline.

To rearrange the order of your export destinations

1) Click the Order exports toggle

2) You can drag and drop to change the order of the destinations and then click Save.

Note: Click the Edit order link if you want to rearrange the order again.

8. After you configure the schedule configuration, click Save to execute the schedule. This will start the pipeline.

Each scheduled run is saved as a job. When a pipeline is scheduled, the data will be fetched from your data sources, prepared using the series of transforms you have applied in each of the stages, and then data will be exported to your destination at regular intervals. This complete process is captured in the job history.

9. To go to the jobs list of a particular pipeline, go to the

ellipses icon in the pipeline builder, and click on the Job history menu to check the job status of your pipeline.

10. Click the required job ID in the Jobs history page to navigate to the Job summary of a particular job.

The Job summary shows the history of a job executed in a pipeline flow. Click here to know more.

11. When the schedule is completed, the data prepared in your pipeline will be exported to the configured destinations.

Info: You can also view the status of your schedules later on the Jobs page.

Note: If you make any further changes to the pipeline, the changes are saved as a draft version. Choose the Draft option and mark your pipeline as ready for the changes to reflect in the schedule.

After you set your schedule, you can choose to Pause schedule or Resume schedule, Edit schedule and Remove schedule using the Schedule Active option in the pipeline builder.

When you edit and save a schedule, the next job will be from the last schedule run time to the next scheduled data interval.

Important: Adding Smartsheet as destination and pushing data to Smartsheet from DataPrep is not supported yet.

Limitations

1. You can import a maximum of 20,000 rows per sheet at a time.

How to import data from Smartsheet?