How to integrate Smartsheet with Salesforce

Related Applications:

Many of our customers use Smartsheet as a dedicated Project Management tool for their operational workflows, but they want it connected in Salesforce, with something like Ops Framework.

This is a free integration guide for connecting Salesforce to Smartsheet and syncing Smartsheet data back to Salesforce.

Design: Setting up Smartsheet and Salesforce to integrate together

Smartsheet is a preferred project management tool for people who love Gantt charts and also the simplicity of a spreadsheet, where it often feels like you are managing your process from Excel (but on steroids). Salesforce is obviously the home for your core customer data (like Accounts). So, our design makes sure to continue to respect Salesforce as our source of truth for customer data fields, but allows Smartsheet to be the source of truth for all the fields that track our work on the project. We’ll first create projects in Salesforce and connect them to customer data. Then, we'll send them into Smartsheet, which provides a much better quality of life for team members to do their work as they manage the items. Lastly, we'll sync data back from Smartsheet to Salesforce as it updates.

Setup is easy, and you’ll soon be able to run Salesforce reports on your Smartsheet data…

Sync from Salesforce to Smartsheet

We’ll need:

  • A custom object for Projects in Salesforce, with Lookup fields to Accounts, Opportunities, Orders and Cases. Request a link below ("Installation") to install the package for all users. (this won’t affect other objects or automation). Note: make sure to add the “New Workflow” Actions to the Page Layout for Accounts, Opportunities, Orders, and/or Cases as needed
  • An integration to sync the object we just made down to Smartsheet. We can use the following template in Zapier, called “Salesforce creates Smartsheet Items”.

Sync from Smartsheet to Salesforce

We'll also want information to go back in the opposite direction, notably things like Status and Due Date. To do this we need:

  • An integration to update Salesforce with changes made in Smartsheet. We can use the following template in Zapier, called “Smartsheet Row Updates Logged in Salesforce”. Note you can customize further, as needed.

Also, make sure to match your Smartsheet's statuses and the Stage picklist in Salesforce. Our default stages are:

  • Needs Resourcing
  • Resourced & Waiting
  • Work in Progress
  • Paused
  • Cancelled
  • Completed

Once you've customized the zaps to your individual project, feel free to add in any other customizations you might need.

That's it!

Access the Installation link below. Need help? Reach out to us:

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Muse Operations specializes in implementing and integrating applications for running Operations teams.

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How to integrate Smartsheet with Salesforce
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