Smartsheet

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

Information Stored
Minimum Permissions Required
Authentication Method
Credentials Required
License Types
Integrating Smartsheet with SaaS Management
API Endpoints

Information Stored

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

Available Integration Tasks

Integration Task

Information Stored

Application Roster

User ID
Email
First Name
Last Name
License Type

Application Access

Last Login
User Event Activity

License Differentiation

For details, see License Types and Tracking Application Activity by License Type for License Differentiation.

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.

Reclamation

Once 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 details, refer to Reclaiming SaaS Licenses.

Note:The information stored is subject to change as enhancements are made to the product.

Minimum Permissions Required

Administrator

Authentication Method

Token Based

Credentials Required

Access Token
Enable Event Activity
Include Free Users

License Types

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

Smartsheet License Types Displayed in the Activity Tab

Smartsheet Role

Admin

The user role is assigned as System Admin.

Free User

Free users are the Free Collaborators and Unlicensed Users.

Licensed User

The user role is assigned as Licensed User, Group Admin, or Resource Viewer

Integrating Smartsheet with SaaS Management

To integrate Smartsheet with SaaS Management, perform the following tasks.

Generating an Access Token with Smartsheet 
Integrating Smartsheet with SaaS Management 

Generating an Access Token with Smartsheet

To generate an access token with Smartsheet, perform 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.

3. In the Personal Settings window, click API Access on the menu to the left and then under Manage API Access Tokens, click Generate new access token.

4. Under Manage API Access Tokens, click Generate new access token.
5. Clearly name your new API Access Token (Example: SaaS Management Integration) and click OK.
6. Copy and paste the API Access Token into SaaS Management.

Integrating Smartsheet with SaaS Management

To integrate Smartsheet with SaaS Management, perform the following steps.

To integrate Smartsheet with SaaS Management:

1. Add the Smartsheet application in SaaS Management. Refer to Adding an Application.
2. In the Add Application screen:
a. Select the appropriate Integration Tasks.
b. Copy the Smartsheet API Access Token into Access Token.
c. Enter the appropriate value in the Enable Event Activity field based on your Smartsheet plan. See the table below for details.

Smartsheet Plan

Value 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.

Refer to the Smartsheet documentation section Event Reporting Reference for a list of all currently supported events.

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

d. Enter the appropriate value in the Include Free Users field based on the scenarios listed in the following table.

Include Free Users Scenerio

Value to Enter

To track Smartsheet Free Users in SaaS Management

Yes 

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.

3. For further information on managing and optimizing your organization’s Smartsheet licenses, refer to:
Tracking Application Activity by License Type for License Differentiation
Reclaiming SaaS Licenses.

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>>