Smartsheet
The following sections explain prerequisites, resources, and instructions for integrating with SaaS Management.
Note:The Smartsheet integration has been updated with new API endpoints. Existing customers must reauthorize the integration with the credentials referenced in Required Smartsheet Credentials.
| • | Stored Smartsheet Information |
| • | Required Minimum Permissions for Smartsheet |
| • | Smartsheet Authentication Method |
| • | Required Smartsheet Credentials |
| • | Smartsheet License Types |
| • | Integrating Smartsheet With SaaS Management |
| • | Smartsheet API Endpoints |
The following table describes the available integration tasks and stored data within SaaS Management.
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Available Integration Tasks |
Information Stored |
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Application Roster |
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Application Access |
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License Differentiation |
For more information, see Smartsheet License Types and Tracking Application Activity by License Type for License Differentiation. |
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License Information |
Important:The 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. |
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Reclamation |
After the reclamation task is executed for the selected users, the user licenses are reclaimed. As a result, the users become Viewers 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 role access is required.
Smartsheet Authentication Method
The Token Based authentication method is required.
Required Smartsheet Credentials
The following credentials are required:
| • | Access Token |
| • | Plan ID |
| • | Region |
| • | Enable Event Activity |
| • | Include Free Users. |
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.
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Smartsheet License Types Displayed in the Activity Tab |
Description |
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Member |
A licensed, paid user who can create, edit, and share Smartsheet items. |
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Provisional Member |
A temporary unpaid user with the same capabilities as a Member until assigned a full license. |
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Viewer |
An unlicensed user who can view shared items but cannot create new ones. |
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Guest |
An external collaborator who can access only shared items and may comment or edit if granted permission. |
Integrating Smartsheet With SaaS Management
Complete the following tasks to integrate Smartsheet with SaaS Management:
| • | Generating an Access Token With Smartsheet |
| • | Locating Smartsheet Plan ID and Region |
| • | Integrating Smartsheet With SaaS Management |
Generating an Access Token With Smartsheet
Complete the following steps to generate an access token with Smartsheet.
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. |
Locating Smartsheet Plan ID and Region
Complete the following steps to find your Smartsheet Plan ID and Region.
To locate Smartsheet Plan ID and Region:
| 1. | In Smartsheet, on the left navigation menu, select your profile image. |
| 2. | Select Admin Center. |
| 3. | In the top-right corner of the Admin Center, select your profile image. An information panel appears that displays your account information. |
| 4. | Copy and save the Plan ID. You will later enter this value into SaaS Management. |
| 5. | Find your Region by checking the hostname of your Smartsheet instance. You will later enter this value into SaaS Management. Refer to the following table: |
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Hostname |
Region |
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app.smartsheet.com |
NA |
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app.smartsheet.eu |
EU |
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app.smartsheet.au |
AU |
Integrating Smartsheet With SaaS Management
Complete the following steps to integrate Smartsheet with SaaS Management.
To integrate Smartsheet with SaaS Management:
| 1. | Add the Smartsheet application in SaaS Management. See Adding an Application. |
| 2. | In the Add Application page: |
| a. | Select the appropriate Integration Tasks. |
| b. | Copy and paste the Smartsheet API Access Token obtained while Generating an Access Token With Smartsheet into Access Token. |
| c. | Enter the appropriate value in the Enable Event Activity field based on your Smartsheet plan. For more information, see the following table. |
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Smartsheet Plan |
Value to Enter |
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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 |
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For Smartsheet Pro and Business plans, SaaS Management can only track Smartsheet last login activity. |
No or leave the Enable Event Activity field blank |
| d. | Enter the appropriate value in the Include Free Users field based on the scenarios listed in the following table. Free users include users with the Viewer or Guest seat type. |
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Include Free Users Scenerio |
Value to Enter |
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To track Smartsheet Free Users in SaaS Management |
Yes |
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To filter out Smartsheet Free Users in SaaS Management Note:By default, free users are not tracked in SaaS Management’s integration with Smartsheet. |
No or leave the Include Free Users field blank |
| e. | Click Authorize. |
For further information on managing and optimizing your organization’s Smartsheet licenses, see:
| • | Tracking Application Activity by License Type for License Differentiation |
| • | Reclaiming SaaS Licenses. |
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?planId=<<planId>>&include=lastLogin
Reclamation
https://api.smartsheet.com/2.0/users/<<UserID>>/plans/<<planId>>/downgrade