Gain valuable insight with the Smartsheet for Tableau integration

Applies to

Smartsheet
  • Business
  • Enterprise

Import Smartsheet data into Tableau and combine data from other business-critical systems to help your whole team gain valuable analytics insights. The integration is built on the Tableau Web Data Connector (WDC) technology, which won’t require your IT team to install or maintain any additional software.

With Smartsheet for Tableau, you can:

  • Pull data from multiple sheets or reports from Smartsheet into a single Tableau report as an Extract
  • Create complex joins across multiple sheets and other solutions into a Tableau Dashboard
  • Publish Tableau Reports containing Smartsheet data on Tableau Server or Tableau Online

Want to learn more about how extracts work in Tableau? Check out Tableau’s help article about extracts.

Before you begin: Secure the integration requirements

Any Smartsheet user on a Business or Enterprise plan can use the integration. You must also do the following:

  • Make sure you have a valid Tableau license
  • Install Tableau Desktop (Version 10.4 or higher), and your data can be hosted on Tableau Online or Tableau Server
  • Use the integration with any supported Mac or Windows operating system
    Not sure if you’ve got the right specs? Make sure you meet the technical requirements. Check out Tableau’s device requirements.  
  • Connect Smartsheet with Tableau
    Check out the steps on how to connect Smartsheet with Tableau.

Connect Smartsheet and Tableau

  1. Log in using your Smartsheet credentials.
  2. Select Allow when prompted with the Allow Access message. This gives the integration access to your Smartsheet items. 
  3. Select an existing sheet or report from your Smartsheet account.
  4. To control how your text/number columns in Smartsheet appear in Tableau, select your data retrieval mode:
    • Always return text: All columns will be imported as text.
      • Any blank cells within a column will be considered text and will cause a column to be imported as text. Consider using Use majority rule option in this case.
    • Use majority rule: This returns numeric results only if more than half the column inputs are numeric, discarding all non-numeric input.
    • Use entirety rule: This returns numeric results only if 100% of the column inputs are numeric. Otherwise, the system returns all results as text.
  5. Optional: Import metadata from your sheet or report. When you import metadata, it includes the following:
    Attachment count Row ID
    Child IDs Row number
    Discussion count* Parent ID
    Discussion text* Sheet ID
    Duration in seconds Sheet name
    Outline Level Workspace ID
    Predecessor ID Workspace Name
    Predecessor labels  

    *These metadata refer to sheet-level and row-level comments.
  6. To complete the configuration and import your data into Tableau as an extract, select OK.

Once your Smartsheet data has been synced to Tableau, you’ll see the Data Sources screen in Tableau. On the Data Sources screen, you can add more data sources or begin building your worksheet in Tableau.

To load the data you imported and see your results, select Update Now

Publish data to Tableau Server or Tableau Online

Once you've designed your dashboard or workbook in Tableau, you can publish your data source for other Tableau users to view.

Add the WDC to the safe list

This is for Tableau Server only.

Before you can publish Smartsheet data to Tableau Server, a Tableau Server Administrator will need to add the Web Data Connector to the safe list:

  • Doing this will allow connections from https://tableau.smartsheet.com/tableau to your Tableau Server.
  • When adding the WDC to Tableau Server safe list, include the Port number 443 in the --url portion of the tsm data-access web-data-connectors add command.

Embed Your Credentials in Your Published Workbook

  1. In Tableau Desktop, open the workbook you would like to publish.
  2. Select Server > Publish Workbook.
  3. Make any necessary changes to your publish settings, and in the Data Sources pane, select Edit.
  4. In the Authentication list, select Embedded.
    This allows for refreshing, using the embedded credentials of this connection.
  5. Select Publish.

Refresh the Smartsheet data in Tableau

After you've connected Smartsheet as a data source, to pick up any new changes from your sheet or report, you can:

  • Refresh data manually, or 
  • Set a refresh schedule. 

Manual refresh in Tableau Desktop

To refresh all data and pull in any new changes from Smartsheet, on the top toolbar, select the Run Update icon.

If the Run Update icon is unavailable (appears grayed out), select Data > Refresh All Extracts to update all data sources at once instead.

Set a refresh schedule

This is for Tableau Server only.

When you publish workbooks that are connected to your Smartsheet for Tableau Extracts, you can also create a custom refresh schedule.

If your published workbook isn’t refreshed within 14 days, you’ll need to republish it.

Resources on Tableau

Here are a few external resources on how to use Tableau:

If you have any questions related to using Tableau, contact Tableau Support.