Create an offload workflow in Data Shuttle

The basics of Data Shuttle offload workflows

When you use an offload workflow, it pulls data from a Smartsheet sheet, converts it into an Excel or CSV file and then pushes it as an attachment to:

• A Smartsheet sheet 

• OneDrive 

• SharePoint 

• Google Drive 

• Box

To transfer files from Smartsheet or Excel to a Google Drive, a licensed Smartsheet user needs Editor access to the file in Google Drive.

Data Shuttle doesn’t support the classic Excel files (.xls) extension.

For information on browser compatibility, see System Requirements and Guidelines for Using Smartsheet.

Step 1: Create a new offload workflow

1. Navigate to datashuttle.smartsheet.com and enter your email and password to log in. If you don't have a Data Shuttle account, you need to Create one from the login page.
2. On the top menu bar, select Connections.
3. Select Create workflow or Manage workflow. 
4. In Data Shuttle, on the left Navigation Bar, select Offload Data.
5. Select Next.

Copy an existing workflow

You can save time by copying and editing an existing workflow to make a new one.

1. Go to the tab where the workflow is located.
2. Hover the pointer over the workflow. 
3. Select More . 
4. Select Create a copy.

Once you’ve created a copy of the workflow, you can edit it.

Edit a workflow:

1. Hover over the workflow row.
2. Select More . 
3. Select Edit workflow.

Step 2: Select a source sheet

• On the Source tab, select your source sheet; then select Next.

Step 3: Select a target 

Your target is where your data is going. 

Take the following into consideration:

• If you use Smartsheet attachments as a target, you can use the same or a different sheet than the source. If you offload to an external app, ensure you’re signed in first.
• Data Shuttle removes the file extension in the offload process. Rename the file, or open it in a external app. Then, save it to reattach the extension.
• Never set the offload target file and upload source file as the same. 

To select a target

1. On the Target tab, select the target location:
   • Smartsheet Attachment: Select the Smartsheet item where you want to attach the file.
   • Third-party app: If you choose any of these options, you need to sign in and select the folder where you want to dump the offload file.
     • OneDrive 
     • Google Drive
     • Box
2. Fill in the following fields:
   • Exported file name: Assign a name for your offload file.
   • Exported file type: Choose CSV or Excel.
3. Select Next.

Step 4: Set filters 

Use filters to define which data the system should offload from Smartsheet to your external drive. For example, you can create a filter to offload rows with In Progress as the value in the Status column.

You can also use filters when working with large data sets where you might only need to share a subset of your data.

Filters are case-sensitive. Make sure they are an exact match to the information in your file.

To set filters

1. On the Filter tab, select Add another filter.
2. In the filter setup, select an input column, a comparison operator (for example, equals or contains), and the value.
3. Then, in the Filter logic box, connect each filter together with the AND or OR operator. 
   • To define relationships between each filter, use the filter IDs (the number next to each filter).
4. Select Next.

At least one row in the source sheet must meet the filter criteria. Otherwise, Data Shuttle doesn't generate a CSV file

Define more complex filter logic

You can define more complex filter logic with parentheses along with the AND or OR operator. 

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 included in your offload, but all marketing widgets would be offloaded.

Step 5: Map columns between the two systems 

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

To manually map a column

1. In the Sheet Column section, choose the sheet columns you want to match with the offload file columns. 
2. Optional: To arrange the columns, hover over the sheet/offload file column. Then select the arrow icon. If you don’t want to map all fields, hover the pointer over the sheet/offload file column. Then select .
3. Once you’re done mapping the fields, select Next.

You can add, rename, or remove columns in this step, changes might affect dependent automations. If an error is triggered due to column renaming, either revert to the original name or update the automation to refer to the new name.

You can only remove columns that you’ve added during this mapping workflow action.

If alterations have been made to the original sheet, use the Refresh button to update the mapping. However, this overrides your manual changes, so verify your columns are correctly mapped.

Step 6: Schedule your workflow

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

Data Shuttle uses GMT, it does not follow your time zone preferences from the Smartsheet app.

To run the workflow automatically

1. On the Run options tab, turn on the Run on schedule toggle. 
2. To set up the schedule, fill in the following fields:
   • Days of the week: Days you want to run the workflow 
   • Start time: What time you want the workflow to start running.
   • Execute every: The frequency of the workflow schedule (every 15 minutes, for example).
   • End time: What time do you want the workflow to stop running.
3. Once you’re done setting up the schedule, select Next. 

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

• Create a very high number 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.

Run on manual

If you don’t set up a schedule for the workflow, you can run your workflow at any time.

To run the workflow manually: 

• Go to where the workflow is located, and then select Run.

Step 7: Publish your new workflow

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