Create an Offload Workflow in Data Shuttle

Applies to

Smartsheet Advance Package (Requires Enterprise Plan)

Capabilities

Who can use this capability

Anyone with active Smartsheet license with any paid user role, internal permissions to use cloud drives where your data is located and Admin, Owner, or Editor access on the target sheet can create and own Data Shuttle workflows. A license is required to own any source and target Smartsheet used in Data Shuttle configurations.

Create an offload workflow to pull sheet data from Smartsheet, turn it into an Excel or CSV file, and push it either as an attachment to a Smartsheet Sheet or to OneDrive or Google Drive.

You can copy an existing workflow and then, edit it to create a new workflow. Hover over the menu next to the Run button, select Create a copy. Hover over the menu on the copy, click Edit workflow, and make your changes in the copy. 

Select a Source Sheet and set the action.

  1. Click the Launcher on the left Navigation Bar and then select Data Shuttle. If this is your first time using Data Shuttle, you may need to first log in at datashuttle.smartsheet.com.
  2. Select the sheet you want to offload data from. 
  3. Set the action to Replace rows in the target with rows from the source.
  4. Click Next.

Select a Target 

Configure how you want results offloaded from Smartsheet.

  1. Select the target location -- where your data is going. If you are using Smartsheet Attachments as a target, this can be the same sheet or a different sheet from the source sheet. If you’re offloading to a third party location, you may be prompted to log in. 
  2. Name your offload file and select a format for the data, either .csv or .excel. 
  3. Click Next.

Never set the offload target file and upload source file as the same file.  

Set Filters to Control Which Rows Are Offloaded

Filters define which data should be imported into Smartsheet based on certain criteria (for example, Status equals “In Progress”).

Filters are also useful in working with large data sets that may cause the import to exceed Smartsheet row limits. For more information on sheet and imported file size maximums, see Smartsheet System Requirements and Guidelines.

  1. Leave the Filter Logic empty. You can order your filters after you create them. 
  2. In the filter set up, select an input column, a comparison operator (for example equals or greater than), and the value.
  3. Use the Filter Logic box to connect each filter together with additional AND/OR operators. Use the filter IDs (the number next to each filter) to define relationships between each filter.

    You can define more complex filter logic using parentheses along with AND or OR. For example, (1 AND 2) OR 3 combine logic to include all data where the (Department = “Services” AND Widget Size = “Large”) OR the Department = “Marketing.”

    In this example, only large widgets for the services department would be imported but all marketing widgets would also be imported.

    NOTE:  Filters are case sensitive. Make sure they are an exact match to the information in your file.
  4. Click Next.

Map Columns Between the Two Systems 

Smartsheet columns are pre-populated; you select the offload file columns.

To manually map a column:

  • Click the dropdown next to the sheet column, scroll, and choose the correct mapping for the Smartsheet column indicated on the right side.

Schedule Your Workflow

Schedule your Workflow to run automatically, or run the Workflow manually. 

  1. Toggle Run on Schedule to on. 
  2. Select your options under Days of Week, Start Time, Repeat Interval, and End Time. Once you’ve selected the desired schedule, switch the Run On Schedule button to on. You can add multiple scheduling options. 
  3. Click Next

It’s best to allow more than six hours between scheduled runs. More frequent runs can: 

  • Create a very high amount of writes to their cloud source. 
  • Create multiple versions that are hard to differentiate. 
  • Cause errors when the workflow attempts to access files in use. 

Data Shuttle uses GMT.

Run on Manual

If you leave this step blank, you can run your workflow at any time.  Go to the workflow and click Run.  

Publish Your New Workflow

Enter a name for your Workflow and click Publish. You can now access your Workflow anytime you want to run, edit, or delete it.