How to connect Smartsheet to your business-critical apps
By Wren Noble · February 7, 2025
Being effective in the workplace boils down to two key factors: organization and delegation. Your ability to do both can make or break your success. Your work management software—like Smartsheet—is an important tool to help you get there, but it's not the only one.
You're likely juggling a variety of tools—including email platforms, chat apps, form builders, and spreadsheets—to gather data, foster communication, and turn your work into reality.
Getting those tools to cooperate is essential when you want to work effectively. That's where automation comes in. You can combine the powers of Smartsheet with Zapier's automated workflows—called Zaps. Get started automating your project management process with these easy workflows.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Add form responses to Smartsheet
Forms are the unsung heroes of data gathering, be it within your organization or from the outside world. These humble helpers can collect equipment requests from your employees, gather feedback from clients, or extract valuable customer information.
Now, the simplest way to house the information from forms is in a spreadsheet. But let's face it, manual data transfer is about as fun as watching paint dry. And your team's time could be better spent—especially as your business grows and your form submissions increase.
These workflows come to the rescue by automatically transporting data from forms as it rolls in. Each new submission creates a new data row on Smartsheet. Not only is it easier than copying and pasting—it's instant, so your information will always be up to date.
Spreadsheets are a great way to store information submitted in forms, but manually transferring that data can be a pain. Use this Zapier integration to automatically add new JotForm submissions as Smartsheet rows.
Forms can contain a lot of information, and spreadsheets can be a great way to store all of that information—but transferring the data manually takes time. Use this Zapier integration to automatically add a row to a Smartsheet spreadsheet whenever a new form is submitted via Gravity Forms. You'll be able to keep up with all of the data that's entered in your form, without every having to copy data from Gravity Forms into your Smartsheet spreadsheet manually.
Web forms are a great way to quickly gather information from others directly into a sheet. This Wufoo-Smartsheet Zapier integration is invaluable for teams often inundated with requests from other departments. Now they’re organized, processes are streamlined, and nothing falls through the cracks.
Extract info from form entries and save them to your work platform with this integration. When active, it will update Smartsheet with info from Typeform submissions. Each time there's a new submission, a new row of data will appear on Smartsheet. Collect and organize data like a pro with this automation.
If different teams share information but do different things with that data, projects can get complicated—quickly. Fortunately, you can use automation to keep projects up to date across Smartsheet.
With these Zaps, you can instantly update one project in Smartsheet as soon as you update another.
Update rows in Smartsheet for other updated rows in Smartsheet
Automatically update one row in Smartsheet whenever another row is updated. This integration helps track changes, log historical updates, or generate related records without manual effort.
Keep your Smartsheet data organized by automatically updating a row whenever a new row is added. This integration helps streamline workflows by ensuring that newly created records are immediately enriched or modified based on your needs.
Sometimes different spreadsheets need to share data. Use this Zapier integration to automatically add a row to a Smartsheet spreadsheet - in the same account or a different one - whenever a row is updated in another Smartsheet spreadsheet.
Need to automatically move data between two different sheets in Smartsheet? Or even between two different Smartsheet accounts entirely? With a little help from Zapier, you can do just that.
Some tasks require you to track information or update your spreadsheet on a regular cadence. If you're tracking progress, logging work, or creating a daily record, you may want to add a row to Smartsheet every week or even daily.
Schedule by Zapier helps you create ongoing tasks that run automatically, without any action on your part.
Need to update a row on a spreadsheet every day? Get this automation. Set it up and customize it as you wish. You only have to do this once; from then on, this integration will work for you every day, making it easy to have sheets of information that update daily, for instance, or only look at the latest day.
Stay organized and streamline your daily tasks with this time-saving workflow. Every day, schedule the automation to add a new row to a Smartsheet of your choice. Keeping your sheets up-to-date has never been easier, helping you to stay on track and reduce manual data entry.
Sometimes you need to know instantly when you have new data. Try one of these Zaps to send a chat app message or email to inform the appropriate team member when new information has been added to Smartsheet. You can set up a private message or inform your whole team in a public channel.
Automations like these can pay off big-time by alleviating mental load. Rather than manually checking for new information—or, worst-case scenario, forgetting to check—these workflows ensure your team has the latest information at all times.
Send emails with Gmail when new Smartsheet rows are added
Want to send out automated emails based on information you add to a spreadsheet, or to send a notification whenever new data is added? Use this Zapier integration to automatically send an email via Gmail whenever a new row is added to a Smartsheet spreadsheet. It'll copy the data you choose from your spreadsheet, and then send it in an email to the contact you add to this Zap.
For certain important spreadsheets, instant notification of new data can be essential. Stay up to date by using this Zapier integration to send a message in Slack whenever a row is added to a Smartsheet spreadsheet. That way, you can get a private message in your Slackbot, or inform your whole team in a public channel, without copying and pasting any data manually from your spreadsheet.
Using emails to inform your team about new data that's added to your Smartsheet spreadsheet? Zapier can automate that for you. Use this Zapier automation to send an email automatically whenever a new row is added to a Smartsheet spreadsheet. It can copy the row data, and email it to any contact you add to this integration.
Be warned, though: too many notifications can be just as useless as not getting any at all. If your Smartsheet table gets a lot of activity, a multi-step Zap can save your team from getting spammed with notifications. For instance, you could add:
A filter step that only watches for specific kinds of activity
A lookup table that finds the relevant channel or recipient to notify based on specific criteria
A digest step that sends a summary of the day's (or week's) Smartsheet activity in one concise message
Connect Smartsheet to your spreadsheet tool
If you're like most organizations, a lot of important information likely lives in spreadsheets outside of Smartsheet. But you're only at your most efficient when you can access your data in whatever app you're using at the moment. Be more in control of your work by setting up an automation that frees you from having to manually copy data.
Automation will help you share data more efficiently, whether you're importing data from important sources or sharing information with a collaborator who uses different spreadsheet software.
Set up one of these automated workflows to copy new information from Smartsheet into a database in another spreadsheet tool. Or set up a workflow that copies information from your spreadsheets elsewhere into Smartsheet so you can use it in your current project.
If you need to share spreadsheet information with people using different services, or want to have a separate spreadsheet with only certain information, copying that information manually can be a hassle. Use this Zapier integration to add a row to a Google Drive spreadsheet whenever a new row is added to a Smartsheet spreadsheet. That way, you'll be able to be able to work on your data in either spreadsheet app.
When you have new info available in a spreadsheet, you may want to copy the details into another spreadsheet. This integration helps by automatically creating a row in a Smartsheet with info from a new or updated row in a Google Sheet. It's never been easier to stay organized.
If you need to share spreadsheet information with people using different services or have a separate spreadsheet with only certain information, copying that information manually can be a hassle. Use this Zapier integration to add a row to a Smartsheet spreadsheet whenever a new row is added to a Google Sheets spreadsheet. You can then work with your data in the spreadsheet app that works best for you.
If you're using spreadsheets to not only store but act on information, you might want to consider switching to a spreadsheet tool that's built for automation. Storing your business data in a Zapier Table lets you build more dynamic automated systems across all your organization's apps and workflows. Learn more about why you should ditch your spreadsheet for Zapier Tables, or get started with one of these templates.
Create records in Zapier Tables for new rows in Smartsheet
Effortlessly maintain consistency between your Smartsheet and Tables data with this robust workflow. When a new row is added in Smartsheet, a corresponding record is created in Zapier Tables, keeping your information up-to-date on both platforms. Reduce manual work and enhance your efficiency with this seamless connection between Smartsheet and Tables.
Save time and streamline your workflows by automatically adding rows to your Smartsheet sheets when new records are created in Zapier Tables. This automation ensures your Smartsheet stays up-to-date, minimizing manual entry and allowing you to stay focused on more important tasks. Say goodbye to data entry errors and maintain consistency between both platforms effortlessly.
Whether you use Smartsheet as a CRM or just as a backup to store contact and lead information, automation can help keep your records more organized and up to date.
For instance, you might use an email parser to identify contact information from incoming emails and automatically add them to Smartsheet. You could also import lead activity from Facebook Lead Ads—and then send those leads to your email list in Mailchimp so they can start being nurtured right away.
Add rows to Smartsheet sheets from new emails parsed by Zapier
Get the important bits of your emails added to a spreadsheet with this integration. When active, it adds content from new emails parsed by Zapier to a Smartsheet spreadsheet. Each time a new email gets parsed, a row containing those details appears on a designated sheet. Keep your info safe and organized with this automation.
A spreadsheet is a good way to keep track of contact information for people interested in your business, but manually transferring that information to a mailing list can be a pain. Use this Zapier integration to automatically add a subscriber to Mailchimp whenever a row is added in Smartsheet. That way, you can add your new contacts to your spreadsheet, and they'll be automatically signed up to get your email updates.
Now that those lead ads are working, it's time to start reaching out and developing relationships. Don't waste time with exporting/importing data. Set up this Facebook Lead Ads-Smartsheet integration so that you won't ever have to. Zapier will automatically add a new row on Smartsheet with all the information from each new lead detected on Facebook.
When it comes to automation, you're not limited to simple two-step Zaps—in fact, you'll save the most time by thinking big picture. Here's an example of an automated system—visualized in Zapier Canvas—that a hypothetical sales team might use to manage leads in Smartsheet.
Go from multiple inbound lead sources, through lead enrichment with tools like ClearBit, to storage in Smartsheet, and even finding and notifying the right salesperson to kick off prompt follow-up—all automatically.
Use webhooks with Smartsheet
Webhooks are the secret to automating anything and everything. The power of webhooks is that they let you fully customize your workflows. If one of the apps you rely on isn't already included in Zapier's extensive library of integrations, you can create your own using a webhook.
Webhooks can be used to connect Smartsheet with almost any other app. When an event happens in one tool, such as a new email going into an inbox or a task being marked complete, a webhook can send that information to Smartsheet.
Add new webhook payloads as new rows on Smartsheet
Connect Smartsheet anywhere you need it with this webhook-Smartsheet integration. Point your data at your Zapier webhook URL and we'll handle the rest, automatically capturing every payload and adding the contents to a new row on Smartsheet for your archival and review later.
Easily stay updated and take action with this Smartsheet and Webhooks by Zapier integration. When a new row is added in Smartsheet, this workflow will automatically send a POST request to your specified Webhook URL. Save time and ensure you never miss an important update by letting this automation handle the data transfer for you.
Build workflows that truly make your workflow easier
Our workplaces are filled with software and digital tools that are supposed to make our lives easier, but sometimes they just add more work to our plates. Use Smartsheet to add structure and organization to your day. Then add automation to connect Smartsheet to your business-critical apps.
With your work organizing itself without much effort, you'll be able to focus more of your energy on the tasks that really matter. Unlock the full potential of Smartsheet when you start automating it.
