How to integrate Google Sheets with Smartsheet to add a user to Smartsheet when a row is added in Google Sheets

Google Sheets is a convenient tool that allows multiple people to edit simultaneously in real-time. Its robust sharing features facilitate smooth project progress and team communication.
However, when adding users to Smartsheet based on data managed in Google Sheets, manual work can increase, potentially leading to inefficiencies.
This article explains the benefits and setup methods for integrating Google Sheets with Smartsheet.

This article is recommended for

The content introduced this time is recommended for the following people!

Those who use Google Sheets and Smartsheet regularly and feel burdened by manual data entry
Those who want to be freed from routine data entry tasks and focus on strategic work
Those who are exploring ways to improve efficiency by integrating Google Sheets and Smartsheet

Benefits and Examples of Integrating Google Sheets and Smartsheet

Benefit 1: Reducing Human Error

Manual data entry inevitably leads to human errors.
Especially in cases where the information systems department registers user information in Smartsheet based on Google Sheets shared by the sales department, errors such as misspellings of names or incorrect email addresses, and omissions of necessary information can occur.
For example, during busy periods with many new projects, spelling mistakes in names or incorrect email entries are more likely to happen.
Accumulating these errors can lead to account issuance errors or the need for information re-verification, potentially delaying project progress.
By integrating applications, the risk of such human errors can be reduced, and data quality is expected to improve.
As a result, customer information can be managed accurately.

Benefit 2: Reducing the Burden on Personnel

Routine data entry tasks can be burdensome for personnel.
For example, if a project management department member needs to manually enter information into Smartsheet after organizing it in Google Sheets, especially when the project is large or multiple projects are ongoing simultaneously, the person's time may be significantly constrained.
Through automation, personnel can be freed from user registration tasks and related work, allowing them to focus on high-value tasks such as project planning, progress management, and communication with stakeholders.
Reducing the workload on personnel can lead to higher-quality project management and improve the overall performance of the organization.

Benefit 3: Eliminating Information Sharing Delays

Delays in information sharing can negatively impact the overall progress of a project.
For example, if it takes time for new customer project information to be reflected in the system, scheduling kickoff meetings or initial contact with customers may be delayed, potentially pushing back the project start.
Automation allows information to be reflected quickly, eliminating information sharing delays.
Eliminating information sharing delays can lead to smoother project progress.
Additionally, being able to promptly conduct kickoff meetings and initial communications can potentially improve customer satisfaction.

In this article, we will proceed with integration using Yoom.
If you haven't used it yet, please check out Getting Started with Yoom.

Now, let's explain how to use the no-code tool Yoom to add users to Smartsheet when a row is added in Google Sheets.

[What is Yoom]

How to Create a Google Sheets and Smartsheet Integration Flow

It is possible to achieve this by receiving the addition of a row in Google Sheets using the Google Sheets API and creating a user in Smartsheet using the API provided by Smartsheet.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

The integration flow is broadly created through the following processes.

Register Google Sheets and Smartsheet as My Apps
Set up a trigger to activate when a row is added in Google Sheets
Configure user addition in Smartsheet
Testing and verification

Step 1: Integration with Google Sheets and Smartsheet as My Apps

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. Click on My Apps and then click on New Connection.

2. You can search by app name in the input field.
This time, search for and register Google Sheets and Smartsheet respectively.

Registering Google Sheets as My App

Let's start by registering Google Sheets. Enter "Google Sheets" in the input field, and when the Google Sheets icon appears, click on it.

1. The following screen will appear.
Click "Sign in with Google".

2. Select the account you want to integrate with.

3. Review the content and click "Next".

4. Review the content and click "Continue".
This completes the registration of Google Sheets as My App.

Registering Smartsheet as My App

Similarly, search for Smartsheet and click on the icon.

1. The following screen will appear. Log in with the account you want to integrate.

2. The following screen will appear. Review the content and click "Allow".

This concludes the registration of Google Sheets and Smartsheet as My Apps.

Once the registration is successful, the following screen will appear.
Check if the icons for Google Sheets and Smartsheet are displayed on the My Apps screen.

For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Click "Try it" from the link below.

If the following message appears, the template copy was successful.

Step 2: Setting up a trigger to activate when a row is added in Google Sheets

This time, we will use Google Sheets as an app trigger, so please refer to the following link.

Notes on using Google Sheets as an app trigger

1. First, click on "When a row is added" at the top.

2. You can set the title freely.
Enter the account information to link with Google Sheets.
Select "When a row is added" for the trigger.
Once you have finished entering, click "Next".

3. Set each item.
You can select the trigger activation time at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Please check as the shortest activation interval varies depending on the plan.
For the Spreadsheet ID and Sheet ID, click the input field to display suggestions, and select from them.
Once the settings are complete, click "Test" and if there are no issues, click "Save".

Step 3: Setting up user addition in Smartsheet

1. Return to the flow. Next, click on the "Add User" icon.

2. Enter the account information to link with Smartsheet.
Select "Add User" for the action.
Once you have finished entering, click "Next".

3. Set each item. Be sure to enter the required fields.
Clicking the input field will display the outputs or suggestions obtained earlier, so use them as needed.
For example, in the screen below, the user's last name is added by referencing information from Google Sheets.
Once the settings are complete, click "Test" and if there are no issues, click "Save".

4. Finally, click on the "Update Record" icon.

5. Enter the account information to link with Google Sheets.
Select "Update Record" for the action.

6. Set up the database connection.
Click the input field for the Spreadsheet ID and the tab name of the spreadsheet to display suggestions, and select from them.
Once the settings are complete, click "Next".

7. Set the values for the record you want to update.
Clicking the input field will display the output, so use it as needed.
In the following case, the No. obtained from Google Sheets is inserted.

8. Set the values for the updated record.
In the following case, the user ID obtained from Smartsheet is inserted into Google Sheets.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

9. This completes the flow of [When a row is added in Google Sheets, add a user in Smartsheet].

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

With Yoom, you can start using it smoothly even if you are an IT beginner by simply selecting a template.
Try this convenient flow from the link below.

Other Automation Examples Using Google Sheets and Smartsheet

There are many other examples of automation using Google Sheets and Smartsheet in Yoom, so let me introduce a few.

1. This flow creates a folder in Smartsheet when a row is added in Google Sheets.
By utilizing this template, updates in Google Sheets are promptly reflected in Smartsheet, enabling quick information sharing.
As a result, communication within the team will be smoother, and projects will progress more efficiently.

2. This is a flow that creates a sheet in Smartsheet when a row is added in Google Sheets.
‍ By utilizing this template, a new sheet is automatically created in Smartsheet every time a row is added in Google Sheets.
This helps prevent data duplication and transcription errors, enabling efficient business operations.

3. This is a flow to update a row in Smartsheet when a row is updated in Google Sheets.
By utilizing this template, updates in Google Sheets are quickly reflected in Smartsheet.
This ensures data consistency and allows the latest information to be shared across the team.

Summary

By integrating Google Sheets with Smartsheet, you can now automatically add users to Smartsheet whenever a new row is added to Google Sheets. This allows the entire team to share the same user information, reducing miscommunication and enabling smoother interactions.
Yoom can be operated without programming or specialized knowledge, making it easy for anyone to start using it.
By utilizing templates, you can shorten tasks that previously took time, such as generating reports and sending bulk emails.
Why not aim to improve your work efficiency by leveraging Yoom?