The Smartsheet essentials glossary

Whether you're just getting started or need a quick refresher, this glossary covers the core terms and concepts that form the foundation of working in Smartsheet. You can use this guide as your go-to reference as you explore, build, and collaborate more effectively.

Platform structure

• Workspace: A customizable container for organizing, creating, and sharing related work. Use workspaces to group content by project, department, or team. 

  Workspaces can include the following elements:

  • Workspace items: Includes folders, sheets, forms, reports, and dashboards. Use these items to structure and manage your work.
  • File Library: A central location where you store, organize, search, and collaborate on files added to the workspace.
  • Collections: A curated, shareable group of content that lives both within or outside of Smartsheet. Only the people you specify can access a collection. 

File Library and collections are only available on Enterprise plans.

Learn more in the Use workspaces and the workspace panel article. 

Workspace items

• Dashboards: Display live data from your sheets and reports using easy-to-configure widgets, the building blocks of dashboards. Dashboards offer real-time visibility into essential metrics and centralize information, enabling better decision-making and driving improved business outcomes. You can share dashboards with anyone, including teammates, executives, and external customers, and view them on desktop and mobile devices.
• Folder: Folders organize Smartsheet items within a workspace. They inherit the workspace’s sharing permissions, but you can't share them with a custom group. Keep in mind that you should use folders to organize your items within a workspace, while collections help share a curated set of content with a specific audience.
• Forms: Smartsheet forms collect consistent, error-free data and send it directly into a sheet. Every form connects to an underlying sheet; either one you create or one Smartsheet generates automatically when you create the form. Use forms to gather input from anyone, even if they don’t use Smartsheet.
• Reports: Smartsheet reports display real-time data from multiple sheets in a single view. They help you consolidate tasks, milestones, or other information into an overview or create specific views for your stakeholders. Reports are bi-directional; changes made in a report automatically update the underlying sheets, and vice versa. You can build a row report using data from the rows and columns on a sheet or a sheet summary report from sheet summary fields. Learn more in the Sheet summary article. 
• Sheets: The foundation of your work in Smartsheet. They hold your data and support key functionalities. Start with a blank sheet, import existing data, or use a template. The sheet’s structure determines how you use Smartsheet features like automation, reporting, and dashboards.

Sheet essentials

• Automations: Automations help you replace manual, repetitive tasks with automated workflows so that you can focus on higher-value tasks. You can set up automation using triggers or changes in your sheet, or start from a template.
• Columns: Columns define the type of data stored in each part of your sheet. They enable key Smartsheet features like views, forms, automation, filters, reports, and more. Choose from over 10 column types to match your specific needs. For example, you can see when someone created rows with the Created Date column or see who modified them with the Modified By column. 
• Conditional formatting: Conditional formatting allows you to automatically change the formatting of cells or rows based on rules you set. For example, bold and highlight past-due tasks in red to draw attention and prompt action.
• Integrations: Integrations enable you to manage work across the tools your team already uses by easily connecting them to Smartsheet. Use integrations to automate routine workflows, provide visibility into your work, and connect data across platforms.
• Primary Column: Acts as the main identifier for rows in a sheet. Each sheet has one required primary column, which you can’t delete. This column often holds the row’s primary descriptor.
• Rows: You can organize and manage your data using rows. Build hierarchy, attach files, leave comments, proof content, create custom documents, and set reminders, all from a row.

• View types: The same underlying data feeds all views, allowing you to switch seamlessly between them and gain actionable insights tailored to your needs. 

  You can choose from:

  • Table view: A modern, grid-style layout for real-time collaboration
  • Board view: A board-style layout for visual task management
  • Timeline view: A clean, date-based layout to plan and manage work
  • Gantt view: A timeline for advanced project tracking with dependencies

Collaboration essentials

• Activity log: Tracks user activity within a sheet and shows who last viewed an item. 
• Attachments: Attachments allow you to add and manage files directly in your sheet, keeping all relevant materials in one place. You can attach files from your device or from the most popular cloud storage providers.
• Conversations: Conversations allow you and your team to track and manage discussions in real-time within the context of your work. Start conversations at the row, sheet, or workspace level to keep communication focused and accessible.
• Mentions: Use mentions (@) to tag a person in a comment or loop them into a conversation. Tagged users receive a notification with a direct link to the comment. How they receive the notification depends on their notification settings.
• Sharing: Sharing is at the core of Smartsheet. It ensures that both internal and external stakeholders have access to the latest information, updated by the right people at the right time.

With these key terms in mind, you’re ready to navigate Smartsheet more clearly and confidently, whether you're building your first sheet, organizing workspaces, or collaborating with your team.