Send notifications and requests from Smartsheet and act on them from Google Hangouts Chat. For example, you can take action on a Smartsheet approval request while chatting with a colleague in Hangouts Chat about the request—all without having to leave the Hangouts Chat application.
This integration is designed only for the next version of the Hangouts Chat application, which you can access here: https://chat.google.com/ (or through the Hangouts Chat desktop and mobile applications)
Before You Begin
Create an Automated Workflow
Before you can receive alerts and requests in Hangouts Chat, you'll need to be a recipient on an automated workflow on a sheet in Smartsheet. More information on how to create automated workflows can be found in Save Time and Work Faster With Automated Workflows.
This integration isn’t supported on Hangouts classic.
When creating the Automated Workflow there is not a specific option to select Hangouts Chat from the action block. Instead, select the email address or contact column to receive the automated notification. If the recipient has enabled the Hangouts 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 Hangouts.
If you don’t see the Smartsheet bot when searching, your admin may have disabled bots for your domain. To be able to use the Hangouts Chat integration with Smartsheet, have your organization’s Google admin enable the bot with the steps in this Google Support article.
Configure Hangouts Chat to Receive Alerts and Requests
Start receiving Smartsheet alerts in Hangouts Chat by connecting the two apps:
- In the Find people, rooms, bots search bar for Hangouts Chat, type “Smartsheet” and select the Smartsheet bot. The bot will automatically start a conversation with you.
NOTE: If you don’t see the Smartsheet bot when searching, your admin may have disabled bots for your domain. To be able to use the Hangouts Chat integration with Smartsheet, have your organization’s Google admin enable the bot with the steps in this Google Support article.
- In the chat window, click Allow Access.
The Smartsheet bot asks you for authorization.
- When prompted, sign in to your Smartsheet account and click Allow.
Once you see the success page and the bot sends you the message “You’re all set up!” you’ll be able to 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 actions messages in Hangouts Chat:
- Click on your Profile image in the upper-right corner of the Smartsheet window.
- Select Apps & Integrations.
A window appears with a list of all integrations that are connected to your Smartsheet account.
- Locate the Hangouts Chat integration listing in the apps list and click Revoke.
In Hangouts Chat (Desktop version)—
- Locate and hover your cursor over the Smartsheet bot in the left panel.
- Select More > Remove.
In Hangouts Chat (Mobile App)—
- Locate and tap on the Smartsheet bot from the Chat screen.
- Tap on the name of the Smartsheet bot (upper-left corner of the screen).
- Tap Remove.
After revoking access, you’ll no longer receive notifications in Hangouts Chat.
Ways to Take Advantage of Smartsheet in Hangouts Chat
Maximize the combination of work in Smartsheet and communication in Hangouts Chat.
Execute on update requests and approval requests from Hangouts Chat
You can approve budget requests or fill out and submit update requests directly from the Smartsheet chat window in Hangouts Chat. Click Open Approval Form or Open Update Form to approve or deny an approval request or complete an update request directly from Hangouts 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. Click Remind me Later and then select a desired time.
Learn more about setting Reminders in Smartsheet.
Using Hangouts mobile? Turn off Smartsheet mobile push notifications
If you’re actively using the Hangouts mobile app, as well as the Smartsheet mobile app, you’ll receive the same notification from each application. Turn off Smartsheet push notifications so that you’re only receiving one notification through Hangouts.
More information on disabling mobile push notifications is available in the Adjusting Personal Settings help article.