FAQ: Using Smartsheet for Resource Management authentication

Smartsheet Authentication allows users to sign in to Resource Management using their Smartsheet credentials. There’s no need to maintain separate credentials for Resource Management. Smartsheet provides several authentication options your organization can leverage. Learn more about setting and managing authentication options from Smartsheet.

If you can't enable Smartsheet authentication, your Resource Management account isn’t linked with your organization’s Smartsheet account. You must link the accounts first.

To fix this, see how to authorize Smartsheet and Resource Management accounts. Once the integration is complete, the Smartsheet authentication option becomes available. 

You must be a System Admin in Smartsheet and a Resource Management Resourcing Admin to authorize the account connection.

To disconnect Smartsheet Integration, an Account Admin must change the authentication setting from Smartsheet authentication to email password or SSO. This ensures users maintain access to their Resource Management account. Change the authentication type, then disconnect the integration. 

When you disconnect the Smartsheet integration, all sheets connected to Resource Management via the panel get disconnected from Resource Management projects. 

You must first invite contractors to your Smartsheet org as Viewers (unlicensed users in legacy model). They can then use their Smartsheet sign-in credentials to sign in to Resource Management. 

All Resource Management licensed users need to be part of your Smartsheet org to sign in to Resource Management with Smartsheet Authentication. Licensed or unlicensed free users can use Smartsheet authentication, free collaborators cannot. 

There's no user notification. Let your Resource Management licensed users know about the change before switching to Smartsheet Authentication.

With this setup, you must maintain and update SSO on both platforms. When you switch Smartsheet Authentication, you no longer need to maintain two separate SSO authentications. If there's an update to your SSO settings, you only make that update in Smartsheet. This reduces the maintenance overhead for Resource Management and Smartsheet Admins. 

No, this isn't possible. When you enable the feature, it applies to your entire organization. 

No. After you enable Smartsheet Authentication, you must contact support if your organization wants to switch back to Email and Password or SSO authentication.

No, Sign in with Smartsheet only supports signing in to Resource Management using Smartsheet credentials. Managing Resource Management users via Smartsheet Azure Active Directory isn't supported.

No, this isn't possible. You have to start a trial with Smartsheet or purchase a Business or Enterprise plan.

You might not be a user on the Smartsheet account connected/configured with your Resource Management account. Contact your Smartsheet System Admin to add you as a user in the Smartsheet organization.

If you're redirected to the Smartsheet sign-in page, your organization has enabled Smartsheet Authentication. If you don’t remember your Smartsheet password, select Forgot your password and follow the instructions on your screen. 

When your account uses Smartsheet Authentication, basic identity fields such as profile picture, name, email, and office/cell phone numbers are managed in Smartsheet and locked in Resource Management. Any updates you make to contact information in Smartsheet automatically appear in Resource Management.

Specific information such as role, discipline, and bill rate are managed in Resource Management. 

If you don’t have a profile image in Smartsheet but do in Resource Management, the Resource Management image continues to be used in Resource Management.

Your image visibility settings in Smartsheet are honored in Resource Management. In Smartsheet, select your profile image or the avatar icon, then select Personal settings. Next to Visibility, select Customize. Now you can set your visibility settings. 

Error:

We weren't able to sign you in to Resource Management using Smartsheet Authentication. Click here to return to the sign-in page. If this issue persists, please contact your administrator for assistance.

Possible solution:

Your org might not use Smartsheet Authentication. Contact your Resourcing Admin to confirm if Smartsheet Authentication is active in your organization.

Error:

Sorry, there are multiple user accounts in this organization associated with this email address. Please contact your System Admin to ensure there are no duplicate emails across user accounts.

Possible solution:

The user may have multiple accounts within the same organization. 

Follow these steps to remove duplicate accounts; you must be a Resourcing Admin on Resource Management to complete this task.

1. Open Settings.
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   2. In standalone Resource Management, select Settings > Account Settings.
2. From the list on the left, select People.
3. Search for the account holder's name in the search bar. If they have multiple licenses with different permissions, multiple names will appear in the list
4. Select the profile you want to archive.
5. Scroll to the bottom of the profile page and select Archive > Save.

Repeat this process until the user has only one account, then the user will be able to log in. 

Here are the unsupported actions on Resource Management.