Insights data in Smartsheet

To use this integration, users need Insights enabled on their Brandfolder and Smartsheet accounts.

Set up the integration

1. Select Hi, *your name* in the top right-hand corner. Select My Profile. 
2. Select the Integrations tab on the left-hand side.
3. Select Connect to Smartsheet within the Smartsheet Insights Data Connector Box.
4. A new modal appears. Select Allow so Brandfolder can access your Smartsheet account.
5. Select a Smartsheet workspace from the drop-down to connect to your Brandfolder account. Select Connect. 

When the connection is successful, a screen appears stating you’re successfully connected to Smartsheet

After you've connected the two platforms, a table appears and includes the Brandfolder name, the data sync status of each Brandfolder, a three-dot menu that houses the options to reset datasheets, and a sync data toggle.

If sync is toggled on, Brandfolder immediately sends Insights data to Smartsheet. From there, it updates once daily at 5:00 AM MST. If a sync fails, a notification appears in the UI.

Brandfolder Image

If someone can't access specific Brandfolders in an organization, they're not listed in the integrations panel.

Navigate the integration in Smartsheet

After enabling data sync in Brandfolder, a folder named Brandfolder Integrations Folder appears in the Smartsheet workspace you selected. 

This folder contains two sheets: one for the top assets of the Brandfolder and the other for the top users.

In the top assets sheet, you see the most recent data available for the day. 

Columns in the top assets sheet include:

• Name
• Views
• Shares
• Downloads
• Asset link 

Select the paperclip icon in each row to open the attachments area and view a CDN and asset URL. Selecting these opens the image in Brandfolder.

The top user sheet includes the users':

• Email
• First name
• Last name
• Location
• Views
• Shares
• Downloads

Manipulate sheets

For the best experience, treat the generated sheets as read-only. Create a Smartsheet report and select the insights sheet as a source or derivative sheet so users can select which columns to display, add formatting, or add filters without modifying the source sheet. 

Only Owners and Admins on the sheets can edit them. If anyone must edit the generated sheets, consider how manipulating the source sheets impacts the data sync:

1. Default Folder: Users can rename or move the default folder created by the integration.
2. Sheet name and location: Users can rename or move the sheets created by the integration. If the user deletes a sheet or loses Owner or Admin access to it, syncing fails. 
3. Columns: Users can delete columns from a sheet. Deleted columns aren't re-added on the next sync. Users can add formatting, sort, filter, reposition, rename, freeze, or hide columns.
4. Rows: Users can delete rows from a sheet. Deleted rows aren't re-added on the next sync. Users can also add formatting, sort, filter, resolution, rename, freeze, or hide rows and add additional rows to the sheet.
5. Cells: During every sync, every cell in the sheet shows the most recent data available. Therefore, changing the data in a cell overwrites the previous information. Users may add formatting to a cell, and it remains intact between syncs. Nightly syncs don't modify cells within user-added rows or columns. 
6. Row or cell links: If a user generates a row or cell link, it isn't permanent. The top users and asset sheets include activity from the last 30 days. If no one accessed an asset in the previous 30 days or a user doesn't interact with a Brandfolder for 30 days, the next sync deletes the row corresponding to that data. On deletion, links to that data become invalid.

If you save changes accidentally, and your data becomes unrecognizable, you can select the reset data sheets option in Brandfolder to restore the original version. To do so, simply confirm that you're trying to create a new sheet, and the original version reappears in your Smartsheet workspace.