About Data Shuttle

To use Data Shuttle, you must have Owner, Admin, or Editor permissions on the target sheet and have Data Shuttle Premium Application permissions enabled in Admin Center by your Smartsheet System Admin. To contact your sales representative and learn more, visit the Data Shuttle Marketplace.

Data Shuttle by Smartsheet allows you to upload or offload your data between Smartsheet and your ERPs, CRMs, and databases. Data Shuttle allows you to centralize your data into one source of truth — giving you the ability to make confident decisions.

Access Data Shuttle

You can access Data Shuttle via the Connections menu on the top navigation bar of Smartsheet or by selecting the log in to Data Shuttle button below.

Sign in to Data Shuttle

Data Shuttle workflows

Data Shuttle consists of workflows. The two types of workflows are upload data and offload data. Upload data allows you to set up a workflow that automatically brings spreadsheet files into your Smartsheet that you can filter and transform. Offload data creates a workflow that automatically saves a copy of a sheet that another application can import into your process.

Workflows help you do the following:

• Define where the data comes from and where it goes 
• Apply filters to that data 
• Map the data at its destination 
• Create an optional schedule for the workflow to run automatically 

As you build your workflows, make sure you have a clear endpoint. Avoid circular workflows, which will run in an infinite loop and cause problems with your data.

Basic workflow steps

1. Confirm your data compatibility and permissions. 
2. Sign in to Data Shuttle at datashuttle.smartsheet.com
3. On the left navigation bar, select + to create a new workflow. 

4. Select the type of workflow that you want to create: upload or offload.

   You can’t upload or offload reports, WorkApps, dashboards, attachments, or in-cell images.

5. Follow the instructions on the workflow screens to do the following:
   • Identify your source 
   • Set a target
   • Apply filters 
   • Map any columns 
   • Share your workflow

6. (Optional) Set a schedule for your workflow to run automatically.

   Data Shuttle runs on UTC and doesn't adhere to the time zone settings you've configured in the Smartsheet app.

7. Publish your workflow to save it. Return to your dashboard to review, edit, or archive the workflow.

Data compatibility

All your drives are on by default if you have a Smartsheet commercial account. 

If you have a Smartsheet Gov account, they’re off. In Smartsheet Gov accounts, you can select the drives you want to permit Data Shuttle to access, but you must contact Support to request this capability.

Upload workflows

Upload workflows take data from an attachment and can add, update, or delete rows on a sheet based on a unique ID. The attachment must be a CSV or XLSX file. Upload workflows can also take data from a linked file in a third-party storage drive.

Upload workflows can also use the CSV file information to update the dropdown values for one or many dropdown columns. The attachment must be a CSV or XLSX file.

Offload workflows

Offload workflows pull data from a Smartsheet sheet, convert it into an Excel or CSV file, and then attach it to OneDrive/Sharepoint, Box, Google Drive, or a Smartsheet sheet.

In Smartsheet Gov plans, the drive for Microsoft's GCC High offering is also available.

Data Shuttle insights

System Admins can access  Admin Center > Plan Insights to see Data Shuttle insights. The insights data includes the total number of workflows created, rows updated, executions, active users, errors, archived Items, and more. Learn more about plan insights.