FAQ and Tips: Integration for 10,000ft by Smartsheet

Applies to

10,000ft
Smartsheet

Tips & Best Practices

When using the 10,000ft integration, there are some steps you can take to ensure that you’re using the panel efficiently. See the recommendations below for tips and best practices information on using the 10,000ft integration in Smartsheet.

Setup of 10,000ft User Accounts 

Before you can make use of the integration, you’ll need to have configured 10,000ft users in your 10,000ft account. Things to keep in mind when setting up 10,000ft user accounts:

  • Users must have an email address that matches between Smartsheet and 10,000ft in order to be managed in the integration.
  • To create assignments in the 10,000ft panel, users must have a licensed 10,000ft account with Program Manager or Admin permissions levels.

To ensure you’re making effective staffing decisions, it’s also important to add descriptive information to your 10,000ft users. Take advantage of features like: Roles, Disciplines, Locations, Bill Rates, and Custom Skills. These will help you make sure you're staffing the right person from the start.

For information on adding users to your 10,000ft account, see Manage My People.

Setup Workspaces and Project Sheet Templates in Smartsheet

To help you quickly and effectively spin up or staff projects in 10,000ft, you can take advantage of Smartsheet’s template capabilities to reduce manual effort and maintain consistency across all projects. Share templates across your organization by housing them in a Workspace that is shared with all stakeholders.

Template: Detailed Project Resourcing with 10,000ft

Template: High-Level Project Resourcing with 10,000ft

For more information on using templates and Workspaces in Smartsheet, see Templates: Create Your Own or Use One from the Solution Center and Workspaces Overview.

Frequently Asked Questions

Here are some common questions about the 10,000ft integration panel.

Can we use the integration with existing projects already in progress?

Yes. You can open the panel and turn on the integration for an existing sheet, and you can connect a sheet to an existing 10,000ft project. For more information, see Set up the Integration for 10,000ft by Smartsheet.

Will the integration automatically copy Smartsheet users over to 10,000ft? If I add a new user to our account, do I have to set them up in one or both platforms?

Users will not be automatically set up or copied across the two platforms. Licenses and users will need to be set up in each platform separately. We are exploring how to improve this in future releases. For assistance with setting users up in Smartsheet or 10,000ft, please contact our Support team.

Why does each user have to authenticate in order to use the panel? Does this have to be done every time we connect a sheet to 10,000ft?

This ensures they have the correct access and permissions in 10,000ft to see and edit assignments. Authentication only needs to happen once per user. Once authenticated, you will be able to connect sheets to 10,000ft with just a few clicks.

Do we have to choose between the bottom-up or top-down planning process?

No. You can mix and match or do something different. Those are just different ways of thinking about the planning process. You might do top-down for some projects, and bottom-up for others, or some combination. Projects can start in Smartsheet or 10,000ft and assignments can be created in either product (or both).

With the integration, can I still use Work Item descriptions, tasks, status and notes in 10,000ft?

Yes, however these are NOT linked in any way with content in Smartsheet. Deciding whether or not to use them may depend on your use case and where you want to track things like tasks and notes. We recommend that you track those types of details in Smartsheet and keep 10,000ft high level and about the resource plan. Since the integration rolls up work from the sheet into 10,000ft, the assignments represent an aggregate of many tasks or pieces of work. If you make changes to your plan in the sheet and push them into 10,000ft, the results may add, change, or remove assignments on your project. Changes to an existing assignment will retain the Work Item properties, but in situations where the assignment is removed, those work item properties (tasks & notes in 10,000ft) will be removed along with the assignment. So anything you want to continue to track and manage (such as important tasks) you will want to manage in Smartsheet.

What if we use Placeholders in 10,000ft? How will that work before and after that feature is supported by the integration?

Placeholders will not be supported right away. If you add a placeholder to a 10,000ft project and then link that project to Smartsheet, you will see the placeholder assignments in the panel, but they will not relate to anything in the sheet. You could use that as reference for making named assignments in the sheet if that is helpful but you won't be able to assign task rows to Placeholders.

When Placeholders become available, you will be able to assign them to tasks in the sheet just like assigning a person.

10,000ft supports percent, hours/day, and fixed hour allocations. How will Smartsheet and the integration support this?

Currently, Smartsheet supports percent allocation (%). All allocations in the panel will be shown as a percentage. Hourly or fixed hour allocation can still be set in 10,000ft, but will be converted to the equivalent percentage when viewed in the panel. 

Can people without project manager permissions in 10,000ft request resources through the panel?

This is not supported at this time.

How do I revoke Smartsheet’s access to my 10,000ft Account?

If you no longer want to have your personal 10,000ft and Smartsheet accounts connected, you can revoke the access token by logging in to 10,000ft, navigating to Settings > My Preferences, and clicking revoke for the Smartsheet authorized application.