In this tutorial, we will demonstrate how to automatically add a row to a Smartsheet spreadsheet every time a new row is added to a Google spreadsheet. This can be particularly useful when you need to share a spreadsheet with multiple users who are utilizing different services, such as Google Sheets and Smartsheet.
The main objective of this tutorial is to ensure seamless collaboration between users of different spreadsheet platforms. By automatically updating the Smartsheet spreadsheet whenever a new row is added to the Google spreadsheet, users can easily access and work on the same data set, regardless of their preferred platform. This not only simplifies the sharing process but also ensures that everyone stays on the same page and can collaborate effectively.
How Does This Work?
When new roles of data are added to a Google Sheet:
It will automatically be updated and added to Smartsheet.
This integration allows users to focus on keeping their data up-to-date in Google Sheets, without having to worry about double data entry in Smartsheet. As a result, the data in Smartsheet will always be current and accurate, without any additional effort required from the user.
What You’ll Need:
To begin integrating between Google Sheets and Smartsheets, we will be using Zapier. If you do not already have an account with these platforms, you can sign up (for free) by clicking the corresponding buttons below.
Once you have successfully signed up or if you already have an account, log in to your Zapier, Google Sheets, and Smartsheets accounts.
What We’re Going to Do
For this tutorial, we will be using a Google Sheets spreadsheet that consists of several columns: First Name, Last Name, Job Title, Age, and Nationality.
The goal is to ensure that when a new row of data is added to this spreadsheet, it will automatically be reflected in Smartsheet without the need for manual data entry.
Let’s do it!
1. Create Spreadsheets in Smartsheet and Google Sheets
Start by creating a new sheet in both Google Sheets and Smartsheet. Ensure they have identical columns, labeled as “First Name“, “Last Name“, “Title“, “Age“, and “Nationality“.
Give each spreadsheet a name. For example, name the Google Sheets spreadsheet “Interviewee Information (GS)” and the Smartsheet spreadsheet “Interviewee Information (SS)“.
Enter an example row of data in Google Sheets.
2. Create Integrations with Zapier
First, we’ll link Zapier to Google Sheets.
Linking Zapier with Google Sheets.
- Log in to your Zapier account.
- Click this link to add the "Google Sheets-Smartsheet integration template" to your Zapier.
- Click on the first row of “1. New Spreadsheet Row in Google Sheets” and then click “Sign in.“
- Click “Continue.“
- Now, you need to tell Zapier which spreadsheet to use. Click the dropdown box under “Spreadsheet” and select “Interviewee Information (GS).“
- Next, tell Zapier which sheet within “Interviewee Information (GS)” to use. In the dropdown box for “Worksheet,” choose “Sheet1” and click “Continue.“
- Click “Test” and then “Trigger test” to check if the connection between Zapier and the spreadsheet is working.
- If successful, you will see the sample data you entered earlier. Click “Continue“.
Next, we will link Zapier to Smartsheet.
Linking Zapier with Smartsheet.
- First, click “Sign in” under “2. Add Row to Sheet in Smartsheet” to connect Zapier to your Smartsheet account. Then click “Continue“.
- Choose the “Interviewee Information (SS)” sheet from the “Action” dropdown menu.
- Decide whether you want new data to be added to the top or bottom of the row. Select “To Top” or “To Bottom” from the dropdown menu.
- Click “Refresh fields” to match the columns between the two spreadsheets. Make sure the information for “First Name“, “Last Name“, “Title“, “Age“, and “Nationality” is entered correctly. Then, click “Continue“.
- Click “Test action” to check if everything is synced properly. If you see a “SUCCESS” message, it means the columns are synced correctly.
- Finally, click “Publish” to finish the process.
3. Testing the Automation
Now that both spreadsheets in Google Sheets and Smartsheets are integrated, you can easily transfer and manage your data.
To transfer existing data from your Google Sheet to Smartsheet, simply click on the “Transfer existing data” button. This will ensure that any data already present in your Google Sheet is copied over to Smartsheet.
Or, you can start populating or entering data in Google Sheets….
…and it will be automatically reflected in Smartsheet.
Data won’t show up in Smartsheet right away
Please note that the data will not be instantly reflected on Smartsheet when using Zapier.
Under the “Free” and “Starter” plans, the update time is 15 minutes, which means that Zapier checks for new data and updates your Zap every 15 minutes.
If you require a faster update time, you may want to consider upgrading to the “Professional” or “Team” plans, where the update time is reduced to 2 minutes and 1 minute, respectively. This will help ensure that your Smartsheet data is updated more frequently and accurately.