Find answers to your frequently asked Data Shuttle questions.
How do I get started with Data Shuttle?
Check out our DataShuttle learning track! It provides all you need to get started with DataShuttle.
Does Data Shuttle create a direct, automatic connection between Smartsheet and other apps?
Data Shuttle can automatically upload CSV or XLSX exports from other systems and generate CSV or XLSX exports from Smartsheet. It doesn't create a direct connection with other apps, but it can streamline the upload and merge of information into existing sheets.
There are integrations and connectors to specific systems (including bidirectional syncs with Jira, Salesforce, and Microsoft Dynamics 365). Bridge by Smartsheet can create custom Integrations with other systems.
What data sources can I use as ingestion points for Data Shuttle upload workflows?
CSV, XSLX, or Google Sheet files that are either attachments to a sheet or row in Smartsheet or stored in Google Drive, Microsoft OneDrive/SharePoint, or Box.
- In Commercial plans, the following drives are accessible by default based on system permissions, but the System Admin may restrict access:
- Google Drive
- OneDrive/Sharepoint
- Box
- In Smartsheet Gov plans, the drive for Microsoft's GCC High offering is also available. However, since most drives aren't accessible by default, you must contact Support via the Smartsheet Support Portal to activate access.
Can Smartsheet make ODBC connections to external SQL servers?
The Live Data Connector provides a common Integration to any ODBC-capable external application. The ODBC is a desktop product, so you need to be able to install external products. This means it doesn't really work with cloud services.
If it's not capable, then you'd likely need an export so Data Shuttle can pick it up from an external storage service.
Do archived workflows count against my total?
Yes. Workflows need to be deleted completely or they will count towards your total number of workflows.
Is Data Shuttle available for Smartsheet Gov or Smartsheet Regions EU?
Yes, Data Shuttle is available in the Commercial Smartsheet instance in both the US and EU, as well as Smartsheet Gov. To learn more visit the Smartsheet Gov and Smartsheet Regions articles.
What is the difference between a Data Shuttle upload workflow and importing an XLSX file into Smartsheet?
You can create a new sheet by importing an XLSX file into Smartsheet. However, if you have an existing sheet that needs changes merged into it on a recurring cadence, creating a Data Shuttle upload workflow is more efficient.
Where can I offload files with Data Shuttle?
Data Shuttle can offload data from Smartsheet to OneDrive/SharePoint, Box, Google Drive, or as an attachment to a Smartsheet sheet. Attachment formats can be Excel XLSX or CSV.
How do I see what Data Shuttle workflows have been created?
You can see any workflows you have created, and Smartsheet System Admin can see all workflows created by users in their organization. For more information, see Manage existing Data Shuttle workflows.
How does Data Shuttle handle special characters?
Files imported via Data Shuttle must be encoded as UTF-8.
Can I filter the data that is imported or exported?
Yes. You can set filters on upload and offload workflows to only import or export a subset of your data.
Are there any limitations to the amount of rows I can upload and offload?
- If you need to upload from a source to replace more than or merge data into 20,000 rows:
- You can apply filters or map to only a selection of columns
- You can also create multiple workflows using a standard data category to distribute the data into multiple sheets
- You can offload up to 20,000 rows
When I have Data Shuttle on my plan, who can use it?
Any user on a plan that has Data Shuttle can access it by signing in at datashuttle.smartsheet.com. Data Shuttle appears in the Launcher until a user logs in for the first time. Also, System Admins can restrict access to Data Shuttle and other premium apps on the User Management page in the Smartsheet Admin Center.