Smartsheet for Salesforce: Admin Setup

Install the Smartsheet for Salesforce integration to have opportunities, contacts, and other Salesforce information update immediately to and from Smartsheet in real time. Once you’ve connected the two services, you can take advantage of the work management and visualization features in Smartsheet. For example, you can track due dates and milestones in Smartsheet and have those dates pushed back to fields in Salesforce, automatically.

Smartsheet for Salesforce is available as a premium offering. For more information about features and benefits, see Work Smarter with Salesforce and Smartsheet. For information about pricing, please contact our sales team.

This article provides information on the latest Smartsheet for Salesforce integration. If you're looking for details on the previous Smartsheet Integration for Salesforce application, check out the User Guide: http://smartsheet-platform.github.io/sfdc-docs/#overview

In this article:

Logging in to Smartsheet for Salesforce
Before you Begin: Admin Permission Requirements
Set Up a Connection Between Salesforce and Smartsheet
Smartsheet for Salesforce Admin Permissions
Creating and Editing Workflows
Adjusting the Polling Frequency

Logging in to Smartsheet for Salesforce

After you purchase Smartsheet for Salesforce, you’ll use the following URL to log in, configure, and create sync workflows:

https://connectors.smartsheet.com/c/salesforce

Before you Begin: Requirements

To install and set up Smartsheet for Salesforce, you must be an administrator in the Salesforce application. You must also have one of the following roles:

  • A Salesforce Admin (this account-level role is unique to the Smartsheet for Salesforce integration, see Smartsheet for Salesforce User Types for more information).

    -OR-
     
  • A SysAdmin in Smartsheet. (See the User Types article for more information.)

Installing the Application from the Salesforce App Exchange

To synchronize data between Smartsheet and Salesforce, install the App Exchange app to Salesforce and set up a connection between your Salesforce instance and your organization’s Smartsheet plan.

Getting the App

First, you need to get the Smartsheet for Salesforce app from the Salesforce.com AppExchange.

  1. Go to the Smartsheet listing on the Salesforce.com AppExchange.
     
  2. Log in with your Salesforce Administrator account by clicking Log In or Register at the top of the page.
     
  3. Click Get it Now.

    Smartsheet Listing

Installing the App

  1. When prompted, select the option to install the Smartsheet for Salesforce application in your production Salesforce environment.

    Install Production
     
  2. Read and accept the terms and conditions, and then click Confirm and Install.
     
  3. Select Install for All Users and click Install. (To view a list of permissions for the package, click on API Access.

    Install All Users
     
  4. Check the box for Yes, grant access to these third-party web sites, and then click Continue.

    Grant Access

    NOTE: This window does not appear if you are upgrading from an earlier version of the Smartsheet for Salesforce application.
     
  5. Once the installation has completed, click on Done on the confirmation page.

    Install Complete
     
  6. After installation, set up a connection between Salesforce and Smartsheet with the steps in the following section.

Set Up a Connection Between Salesforce and Smartsheet

  1. From a web browser, navigate to the Smartsheet for Salesforce login page and click Log In with Smartsheet.
     
  2. If you are prompted to allow access to your Smartsheet account, click Allow.
     
  3. Click the menu icon in the upper-left corner of the page and select Account Admin.

    Account Admin
     
  4. Click Register new Salesforce organization > Salesforce Organization.

    The Salesforce Login page will appear.

    Salesforce Login
     
  5. Log in to your Salesforce account and click Allow when prompted.

Congratulations! That’s it. You should now be on the Account Admin page where you’ll have access to all the tools you need to create and manage workflows between Smartsheet and the Salesforce instance to which you’ve just connected.

The name of your Salesforce organization will be displayed on the Account Admin page.

Salesforce Org

Check out the Smartsheet Help Center article on Creating and Editing Workflows for details on making workflows that synchronize data between Smartsheet and Salesforce.


Manage Integration Access

You can control who has access to the integration. In order to do this, a Smartsheet SysAdmin must enable the Restrict which users can access the the Smartsheet for Salesforce integration setting. 

After the setting is enabled, any Smartsheet SysAdmin or Salesforce Admin (an account-level permission unique to the Smartsheet for Salesforce integration) in your organization can then allow people to use the integration.

Restrict Access to Smartsheet for Salesforce

Assuming you’re a Smartsheet SysAdmin, you can enable a setting to restrict access to the Smartsheet for Salesforce integration to allow only certain people to create and edit workflows. Restrict access to ensure that only people in your organization which are knowledgeable with working in both the Smartsheet and Salesforce applications can create and edit workflows using the integration.

To enable the setting to restrict access to the integration:

  1. Sign in to the Smartsheet for Salesforce integration (https://connectors.smartsheet.com/c/salesforce) with your Smartsheet SysAdmin credentials.
  2. Click the menu icon in the upper-left corner of the page and select User Management.
  3. Check the checkbox next to Restrict which users can access the Smartsheet for Salesforce integration.

The email addresses of anyone that has previously created workflows will be added to a list of users that are allowed to access the integration.

Manage Who Can Access the Integration

With the Restrict Access setting enabled, you (as well as anyone you designate as a Salesforce Admin) can type email addresses of anyone in your organization that you want to allow to use the Smartsheet for Salesforce integration.

restrict access Salesforce

You can also manage Salesforce Admins and Salesforce Users in the Smartsheet application. For more information on this, check out the Managing Users article.


Smartsheet for Salesforce User Types

There are three types of users that can interact on some level with the Smartsheet for Salesforce Integration:

  • Smartsheet SysAdmin—Manage Salesforce Admins and Salesforce Users from the Smartsheet application. See the Managing Users article for more information. SysAdmins can also enable a setting to restrict access to the integration. 
  • Salesforce Admin—A unique user type to the integration. Can make others Salesforce Users and add people to the restrict access list (after a SysAdmin enables this setting).
  • Salesforce User—A unique user type to the integration. Can create workflows that sync information between Smartsheet and Salesforce.

Features by User Type

Use this chart as a reference for features based on the types of users that can access the Smartsheet for Salesforce integration.

 Smartsheet SysAdminSalesforce AdminSalesforce User
Create workflows in Smartsheet for SalesforceNoNoYes
Edit their own workflowsNoNoYes
Disable their own workflowsNoNoYes
See everyone's workflowsYesYesNo
Disable anyone's workflowsYesYesNo
Make someone a Salesforce UserYesYesNo
Make someone a Salesforce AdminYesNoNo
Make someone a Smartsheet SysAdminYesNoNo
Enable the Restrict Access settingYesNoNo
Add people to the Restrict Access list (after restrictions have been enabled)YesYesNo

Setting the Polling Frequency

Admins can set the polling frequency for requests made between Smartsheet and Salesforce through the integration. Both applications have a limit to the number of times information can be automatically updated per minute. If these limitations are exceeded, your workflows will be disabled.

For details on request limits in Salesforce and Smartsheet, check out the Salesforce API and Smartsheet API documentation.

To change the polling frequency within Smartsheet for Salesforce:

  1. Select the menu in the upper-left corner, and then select Account Admin. 
     
  2. Next to your organization, select Preferences on the right side to open the Polling Frequency panel.

    salesforce-preferences

You can then set a specific rate in seconds for all workflows within your organization to help prevent your workflows from exceeding the request limitations.

Relationship Fields

Salesforce uses field types within an object that relate to other objects, such as Lookup Relationship Fields (for example, Account Name in the Account object) and Polymorphic Relationship Fields (for example, the “What” field of an Event).



Keep the following in mind with these field types:

  • When you create workflows in Smartsheet for Salesforce that map these fields, the integration must check that object and all of its related objects. This multiplies the amount of requests made depending on the number of objects related to the mapped field. 

  • Adjusting the polling frequency to make fewer requests will help reduce API requests made to your Salesforce organization.

Creating and Editing Workflows

Now that the Smartsheet for Salesforce integration has been set up, check out our article on Creating and Editing Workflows for details on the synchronization process between the two systems.