Smartsheet

Key Features and Benefits

• Improved collaboration between business and delivery teams across the value stream

• Bi-directional synchronization of Smartsheet rows as work items to and from connected tools

• End-to-end traceability from business intake through engineering execution

• Comment and attachment flow to preserve cross-team context and conversation history

• Reduced manual effort by eliminating duplicate data entry and status updates

Common Integration Patterns

• Associating Planning Items to Implementation Artifacts

• Associating Planning Items to Requirements

• Providing Developers with Early Visibility into Requirements

• Associating Requirements to Detailed Design

• Populating Requirements into PLM Tools

Minimal User Permissions & Hub User

We recommend that you create a new user within Smartsheet, to be used only for your Hub integration. This is the user information you will enter when setting up your repository connection within Planview Hub. By creating a new user, you will ensure that the correct permissions are granted, and allow for traceability of the modifications that are made by the synchronization.

In general, your user account should have sufficient permissions to create, read, and update rows in your Smartsheet sheets. However, depending on the use case, your user may need different permissions. For example, if you are only interested in flowing data out of Smartsheet, your user may only need Viewer access.

Your user should have a secure API Access Token.

Prerequisites:

• Smartsheet Business or Enterprise plan — API access is not available on Free plans

List of minimal user permissions

• Sheet-level access required

• Viewer — read-only access; sync data out of Smartsheet only

• Editor or Owner or Admin — read and write rows; bidirectional sync

Connecting to the Smartsheet Repository

Authentication Method: API Access Token (Bearer)

Available in Planview Hub: 26.3.0 and later

Required Fields:

• Location/Connection URL

  • The Smartsheet API base URL

  • Example format: https://api.smartsheet.com/2.0

• API Access Token

  • An API Access Token generated from Smartsheet: Account > Personal Settings > API Access

Optional Fields:

• Workspace ID — When provided, only sheets within this workspace are listed during collection creation. Leave empty to list all accessible sheets. The Workspace ID can be retrieved from the Smartsheet URL or via the Smartsheet API (GET /workspaces).

• Throttling Settings: This field indicates the number of API calls that can be made per minute. See details here.

  • Note: This field should only be set under the guidance of customer care as the ideal value is highly dependent on each customer's unique environment. 

• Connection Security: If checked, insecure connections to this repository will be allowed. See details here

Learn more about how to set up your repository in Planview Hub here.

Rich Text

Rich text is not supported in Smartsheet. Smartsheet cells do not support rich text content. All text fields flow as plain text only.

Not supported: headings, bold, italics, bulleted lists, hyperlinks, tables, HTML/XML tags, tab characters, or line breaks within a single field value.

State Transitions

State transitions are not supported in Smartsheet. Smartsheet does not have a built-in workflow engine or state machine for rows.

Learn more about how to configure state transitions in Planview Hub here.

Comments

Smartsheet supports comments via a Discussion/Comment model. A Discussion is a thread on a row; each Discussion contains one or more Comments. The connector exposes all comments across all discussions on a row as a single flat list.

Outbound comments (synced from another tool into Smartsheet) each create a new Discussion on the row. Since the connector does not track which existing discussion to reply to from the other side, each synced comment becomes its own thread.

Learn more about how to configure comment flow in Planview Hub here.

Attachments

The Smartsheet connector supports row-level attachments (full bidirectional sync). Comment-level attachments are read-only — they are visible in Hub when they exist in Smartsheet, but Hub always creates new attachments at the row level.

Learn more about how to configure attachment flow in Planview Hub here.

Person Reconciliation

For person reconciliation, the following fields are available:

• Person search searches Smartsheet account members by ID, email, and name.

Learn more about how to configure person reconciliation in Planview Hub here.

Full Scan

Due to Smartsheet API limitations, updates to the following fields may not trigger change detection or cause a synchronization immediately. To ensure these updates synchronize, a high fidelity full scan must occur or another qualifying change must be made to the artifact:

• Comments (discussions) — Adding or editing a comment does not update the row's modifiedAt timestamp; the row revision does not change

• Attachments — Adding, editing, or deleting an attachment does not update the row's modifiedAt timestamp; the row revision does not change
  
  Learn more about how to configure change detection and full scan intervals in Planview Hub here.

Special Features Supported

You can learn more about special features in Planview Hub here.

Supported Work Items

Learn about the difference between containers and work items in Planview Hub here.

Supported Containers

Learn more about containment in Planview Hub here.