Use Data Shuttle workflows to upload or offload data within Smartsheet or other applications.
USM Content
There are a couple of ways you can access Data Shuttle from the Smartsheet app:
- Via the Connections menu on the top navigation bar in Grid view.
- Via the Data Integrations button on the top navigation bar in Table view.
You can also sign in using the button below.
System Admin workflow management
If you're a System Admin, you can:
- See a list of all workflows created within your organization
- Add or remove workflow managers
- View configuration details
- Pause any workflow
- Archive any workflow
- Restore any workflow
Delete any workflow
Deleting a workflow is a permanent action. You can't undo it.
- View the activity log of any workflow
Use the workflow menu at the top of the screen to toggle between your workflows, your organization's workflows, and archived workflows.
Keep in mind
- You can't access the source or target sheets used in the workflows unless they are shared with you.
- You can't control permissions for external file locations from the Smartsheet Admin Center.
- Workflow owners are notified when an Admin takes action on one of their workflows via the Notification Center or email, depending on the notification settings.
Edit a workflow
You must be the workflow owner to edit it.
- Hover over the workflow and select the kebab
menu. Select Edit workflow.
If an error occurred during the last workflow run or a workflow configuration error (such as the source sheet being deleted), the Last run displays an error icon and message. To fix the issue, edit the workflow and re-publish it.
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Add new columns to a workflow
You may need to change the structure of your source file as your process evolves. To maintain the new structure in your target sheet:
- Edit your source file with the new column headers or additional columns. If you're using an Excel or CSV file, upload the latest source file to your source location and edit the target sheet to include updated column headers or additional columns.
- Go to Source > Source Location and select a different source location. For example, if your source is Google Drive, switch to Smartsheet.
Switch the source location back to your original selection.
You may need to re-select your Attachment Sheet or File Name.
Select Next until you get to the Mapping page. Map your Input Columns and Expressions again. Learn more about mapping columns in the Create an upload workflow in Data Shuttle article.
You may need to remap all your columns, not just the ones you added and edited.
- You can now activate and run your workflow.
Pause a workflow
Data Shuttle pauses workflows that repeatedly fail. The last run status in your dashboard reflects the paused status. Errors resulting in partial data load won't 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's permanently deleted.
If you restore your workflow, the settings remain unchanged, and the workflow continues to run according to your schedule. When a workflow is archived, it no longer runs, but you can still access the activity log.
You can permanently delete a workflow from your archive before 90 days have lapsed. If you permanently delete a workflow, you also delete its activity log.
- Hover over the workflow and select the kebab
menu.
Select Archive workflow > Archive.
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Share or transfer a workflow
To share or transfer a workflow, select
and then select Sharing settings. You can share workflows with other workflow managers, but sharing is only possible within the same plan.
Transferring workflows involves adding another workflow manager and removing your own workflow sharing permissions. You must first add another workflow manager to remove yourself from a workflow.
All workflow managers can edit, run, archive, and share a workflow, provided they have at least Editor permissions on the source and target files. Admins can add or remove workflow managers to any workflow within their plan.
How notifications work
All workflow managers receive notifications for the following:
- Workflow errors
- User additions or removals from a Data Shuttle workflow, including themselves
- Workflow edits and deletions
Notifications are delivered in the Smartsheet app and via email, based on the user's configured Smartsheet notification settings. To adjust Data Shuttle notification preferences, edit the @Mentions, Sharing Invitations, and Proof Requests section options.
Bulk-sharing and sharing with groups are currently not supported.
Execute bulk actions on workflows
System Administrators and users can execute bulk workflow actions from their main dashboards: My Workflows, My Organization (for administrators only), and Archived Workflows. Here's what they can do, depending on their access level:
- Users can:
- Multi-select or select all workflows at once for specific actions.
- Archive a select number or all of their workflows and permanently delete them in bulk.
System Admins can perform the same actions for all workflows in their organization and permanently delete workflows in bulk.
Get your workflow report
This report is available only to Smartsheet users in the US, AU, and EU.
Administrators can download a CSV file containing key details about all workflows in the organization, as shown in the table below.
Report column | Description |
|---|---|
Workflow Name | Workflow name you designated at the time of creation. |
Workflow ID | Workflow unique identification number |
Workflow type | Type of operation: Offload or Upload |
Workflow status | Status of the workflow: Deleted, Archived, Paused by admin Paused by system or Active |
Workflow action | Data handling mode: merge, replace, or update-dropdowns |
Workflow set on schedule | Yes if a run schedule is configured; No if triggered manually. |
Workflow creator (email) | Email of the user who created the workflow |
Last editor (email) | Email of the user who last modified the configuration |
Workflow shared-to (email) | Users the workflow is shared with |
Source file name | Configured source for uploads; source object for offloads |
Target sheet name | Name of the target sheet at report time |
Created date/time (UTC) | The first time the workflow ever ran, once created |
Last edited date/time (UTC) | Timestamp of most recent configuration change |
Last run date/time (UTC) | Timestamp of most recent run attempt |
Last run status | Outcome of the most recent run: Complete, CompletedWithErrors, Error or In Progress |
Rows processed at last run | Rows processed by the most recent run, per the operation-type counting rules |
Rows processed (last 365 days: {from} to {to}) | Total rows processed in the trailing 365 days from the report date. Dates in the header indicate the exact dates included in those 365 days. |
Follow these steps to download:
In your Dashboard, go to My organization
Select the Workflow report at the top right corner.
The CSV download begins automatically and is saved to your default Downloads folder. Open the file once the download completes.
Keep the window open until the download finishes, which takes a few seconds.
What are rows processed?
A row processed is any row modified by Data Shuttle as part of a workflow run, see details in the following table.
Workflow or scenario | What counts |
|---|---|
Replace mode (upload) | Rows added by the run |
Merge mode (upload) | Rows added, updated, or deleted by the run |
Offload | Rows added to the destination by the run |
Update dropdown | Not counted separately, the rows offloaded are already counted under the offload workflow that generates the value list |
Uploads to a DataTable | Don't count |
Uploads from Resource Management to a sheet | Don't count |
View error notifications for failed workflows
Whenever a workflow you’ve built fails, Data Shuttle sends a notification with a link to the failed workflow either in-app or via email, depending on your notification settings. Review the run log and address any issues accordingly.
Note that error notifications only trigger on the first instance of a workflow failure, unless the error changes or the workflow has been edited since the last failure.
You can manage notification preferences for Data Shuttle by navigating to Account > Personal Settings... > Notifications. Once there, adjust the options in the @Mentions, Sharing Invitations, and Proof Requests section.
View changes to a workflow
To view changes to a workflow, select the kebab menu
and 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 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 indicates that something is wrong and your workflow has failed.
The log message displays the error that occurs 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.
To access log messages, select the date under Last Run.
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When a workflow runs, the run log provides details as follows:
| Run Log Report Types | Description |
|---|---|
| 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 in 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:
|
| Column choices updated | Number of rows where column choices updated. |
| Rows updated and added (DataTable) | Number of rows both added and updated. |