Take action on alerts and requests in Google Chat

For example, you can take action on a Smartsheet approval request while chatting with a colleague in Google Chat about the request—all without leaving the application.

This integration is designed only for the next version of the Google Chat application, which you can access here: https://chat.google.com/ (or through the Google Chat desktop and mobile applications)

Prerequisites

Create an automated workflow

Before receiving alerts and requests in Google Chat, you must be a recipient of an automated workflow on a sheet in Smartsheet. 

When creating the Automated Workflow there is no specific option to select Google Chat from the action block. Instead, select the email address or contact column to receive the automated notification. If the recipient has enabled the Google Chat bot and adjusted their Notification Preferences in their Personal Settings to allow notifications to be sent to Messaging Apps, then the notification will be sent to Google Chat.

Enable Bots

If you don’t see the Smartsheet bot within Google Chat when searching, your Admin may have deactivated bots for your domain. To use the Google Chat integration with Smartsheet bot, your organization’s Google Admin must enable it with the steps in this Google Support article.

Configure Google Chat to receive alerts and requests

Start receiving Smartsheet alerts in Google Chat by connecting the two apps:

1. In the Find people, rooms, bots search bar for Google Chat, type Smartsheet and select the Smartsheet bot. The bot automatically starts a conversation with you. 
2. In the chat window, select Allow Access. 
3. When prompted, sign in to your Smartsheet account and select Allow.

Once you see the success page and the bot sends you the message “You’re all set up!” you can take action on update requests, approval requests, notifications, and reminders from Smartsheet!

Unregister from Smartsheet notifications

You have two methods to stop receiving future alerts and action messages in Google Chat:

In Smartsheet

1. Select your Profile image in the upper-right corner of the Smartsheet window.
2. Select Apps & Integrations.
3. Locate the Google Chat integration listing in the apps list and select Revoke.

In Google Chat (Desktop version)

1. Locate and hover your cursor over the Smartsheet bot in the left panel.
2. Select More > Remove.

In Google Chat (Mobile App)

1. Locate and tap the Smartsheet bot from the Chat screen.
2. Tap on the name of the Smartsheet bot (upper-left corner of the screen).
3. Tap Remove.

After revoking access, you’ll no longer receive notifications in Google Chat.

Ways to use Smartsheet in Google Chat

Maximize the combination of work in Smartsheet and communication in Google Chat.

• Update and approval requests: Approve budget requests or fill out and submit update requests directly from the Smartsheet chat window in Google Chat. Select Open Approval Form or Open Update Form to approve or deny an approval request or complete an update request directly from Google Chat.
• Set a reminder to take action later: You can have the integration send you another reminder so that you can review it at a later time. Select Remind me Later and then select a desired time.
• Turn off mobile push notifications: If you’re actively using the Google Chat and Smartsheet mobile apps, you’ll receive the same notifications from each application. You can turn off Smartsheet push notifications to only receive one notification through Google Chat.