Applies to

Smartsheet Advance Package


Who can use this capability

To use Data Shuttle, you must be a Licensed User with Owner, Admin, or Editor permissions on the target sheet and have Data Shuttle Premium Application permissions enabled in User Management.

Manage Data Shuttle workflows


  • Smartsheet Advance Package


To use Data Shuttle, you must be a Licensed User with Owner, Admin, or Editor permissions on the target sheet and have Data Shuttle Premium Application permissions enabled in User Management.

You can run a workflow at any time. You can also edit or delete the workflow if you’re not using it anymore. 

Log in to Data Shuttle


Data Shuttle is a premium application. To check your access level, log in at

To use Data Shuttle you must:

  • Be a Licensed User
  • Have Owner, Admin, or Editor permissions on the target sheet
  • Have Data Shuttle Premium Application permissions enabled in User Management by your Smartsheet System Admin.

Edit or delete a workflow

To change a workflow (for example, to change the frequency of a workflow schedule), hover over the workflow and select the MoreMore icon in column header icon. 

If there was an error on the last workflow run or a workflow configuration error  (the source sheet has been deleted, for example), Last run will show an error icon and message. To fix the issue, edit the workflow and re-publish it.

Edit and add new columns to a workflow

You may need to change the structure of your source file as your process evolves.

To ensure the new structure is maintained in your target sheet:

  1. Edit your source file with the new column headers or additional columns.
    If using an Excel or CSV file, upload the new source file to your source location, and edit the target sheet with updated column headers or additional columns.
  2. Go to Source > Source Location and then select a different source location. For example, if your source is Google Drive, switch to Smartsheet.
  3. Switch the source location back to your original selection.
    NOTE: You may need to reselect your Attachment Sheet or File Name.
  4. Click the Next button until you get to the Mapping page. Map your Input Columns and Expressions again. Learn more about mapping columns here
    NOTE: You may need to map all your columns again, not just the ones you added and edited.

That’s it! You can now activate and run your workflow. 

Pause a workflows

Data Shuttle workflow list showing paused workflow pane and messaging.

    DataShuttle will pause workflows that continuously error and fail. The last run status in your dashboard will reflect the paused status. Errors resulting in partial data load will not pause your workflow.

    To reactivate a paused workflow, select Review and edit your configuration to ensure it runs successfully next time. Save the workflow so it can run again and resume scheduled activities.

    Archive a workflow 

    Archiving a workflow moves it to your archive and pauses the workflow. You have 90 days to restore the workflow before it is permanently deleted. 

    If you restore your workflow, the settings do not change, and the workflow runs on your schedule. When a workflow is archived, it does not run, but you can access the activity log.

    Before 90 days have lapsed, you can permanently delete a workflow from your archive.  If you permanently delete a workflow, the activity log will no longer be available. 

    View changes to a workflow

    To view changes to a workflow, select the More iconand then select Activity log. The activity log lists workflow actions, including changes to the source, target, or updates to the schedule. 

    View workflow run log messages

    You will see a status indicator for your workflow on the Data Shuttle dashboard: 

    • A green checkmark tells you your workflow has run successfully. 
    • A yellow caution sign indicates something is wrong with your Data Shuttle workflow, but some data has moved successfully. 
    • A red exclamation mark lets you know something is wrong and that your workflow has failed. 

    The log message shows the error when a workflow fails and provides troubleshooting guidance. Depending on the error instructions, you may need to edit the workflow settings, fix the file or file format, and/or re-upload a new source file.

    When a workflow runs, the run log will provide details as follows:  

    • To access log messages, click the date under Last Run. 

    Run Log Report Types


    Rows updated

    Number of rows updated in the target file.

    Rows added

    Number of rows added to the target file.

    Rows deleted

    Number of rows deleted from the target file.

    Rows filtered

    Number of rows containing filtered data on the target file.

    Rows unaffected (sheets)

    Number of rows where data already exists and is consistent with the source. These rows remained unchanged.

    Rows unaffected (DataTable)

    Based on the Row options you selected for your target file, the Run Log shows:

    • Number of rows that would be added if the Row options are set only to update existing rows.
    • Number of rows that would be updated if the Row options are set only to add new rows.
    • Number of rows will be at zero if both toggles under Row options are set to add and update.

    Column choices updated

    Number of rows where column choices were updated.

    Rows updated and added (DataTable)

    Number of rows both added and updated.


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