Attach a File or Link from an Online Resource

If you keep files in an online document store such as Google Drive or Dropbox, you can attach a direct link to those files to items in Smartsheet. File attachments are supported in workspaces, sheets, rows, and comments. (For more information about using attachments with comments, please see Working with Comments.)

You can attach items from the following document stores:

  • Google Drive
  • OneDrive
  • Box
  • Dropbox
  • Evernote 
  • Egnyte 

If you want to associate a URL for an item that is not located in one of the above, you can use the Link (URL) option. If you use this option, you'll enter the web address, and give the link a name if desired. If no name is entered, the URL will be displayed as the attachment name. (NOTE: The URL cannot exceed 500 characters.)

When the people you work with open the attachment or link, they'll access the target in a window that lets them use the file directly in program it was created in (Google Docs for example).

Before You Begin: Required Permissions for Working with Attachments

How you're shared to a sheet or workspace will influence what you can do with its associated attachments.

NOTE: You won't be able to attach files at all if you are included on an Enterprise plan and your System Admin has disabled File Attachment Options. For more information, please see the "File Attachment Options" section in Manage Global Account Settings.

To do this

 

You'll Need this Permission Level

 

View the file names of attached items

Anyone with access to the sheet or workspace can do this

 

Open OneDrive, Dropbox, or URL attachments

 

Anyone with access to the sheet or workspace can do this

 

Open an attachment from Google Drive, Box, Evernote, or Egnyte

 

You'll need to have the appropriate permissions in those programs, as well as access to the sheet or workspace in Smartsheet.

 

Add attachments from a Google Drive, OneDrive, Box, Dropbox, Evernote, or Egnyte account

 

Sheet Owner or Editor or Admin sharing permissions

 

Delete the attachment from Smartsheet

 

Sheet Owner or  Editor or Admin sharing permissions

 


Add, View, or Delete Attachments

To work with attachments, you'll start in the Attachments window. How you get to the Attachments window will depend on the type of Smartsheet item you want to associate an attachment with.

To open the Attachments widow for thisDo this

Sheet

 

Open the sheet and click Attachments in the right sidebar of the Smartsheet window:


Right sidebar

Row

 

In the row that you want to add an attachment to, click in the Attachments column.



NOTE: Rows containing attachments will display the attachment iconin the Attachments column.

Workspace

 

Navigate to the workspace. Click the Attachments button in the upper-right section of the Smartsheet window (it's near the Sharing button).

 

Attach an Item from an Online Document Store

  1. To include an attachment, click the Attach button from the Attachments window.

    Upload Attachment
  2. Select the desired document store (for example, Google Drive) that you want to attach files from.
  3. From the file or folder structure window that appears, click on each file that you want to attach, and then click OK.

A link to the file is added to the desired area as an attachment. Rows containing attachments will display the attachment iconin the Attachments column.

View and Edit Attachments

  1. Use the steps above to open the Attachments window.

  2. Click on the name of the attachment you want to open.

A window will appear displaying the file. If the attachment is a URL, the web page will be opened in a new browser window.

IMPORTANT: For some document stores, you'll need to have the right permissions to edit attachments. For more information, see the Permissions section of this article.

Delete an Attachment

  1. Use the steps above to open the Attachments window.

  2. Locate the name of the attachment you want to delete and select the checkbox to the right of it.

  3. Click  Delete Selected Attachments at the top of the Attachments window, and then click Delete.

NOTE: Attachments included as part of a comment can't be deleted from here. Instead, click the checkbox to the right of the attachment name, click the Actions button above and select Go to Comment. For more information about deleting attachments that are part of a comment thread, see Working with Comments.


More Information About Attaching and Viewing Files from Specific Document Stores

Document Store or URL

 

Notes on Attaching Files

 

Notes on Opening/Viewing Files

 

Google Drive

 

If you use a Google address as your Smartsheet address, a pop-up window will appear requesting access to your Google Drive documents.


Click Grant Access to continue.


If you don’t use a Google address in Smartsheet, a pop-up window will appear enabling you to login to a Google account first. You’ll only need to enter this information in the first time you attach a file from Drive—it will be saved the next time you add an attachment.

When you open a Google Drive attachment that has been converted to Google Docs, Google Spreadsheet or Google Slides format, you can make changes to the file directly and Google will save your changes automatically.


The changes will be reflected in the Smartsheet attachment.


For more information, please see the related Google Drive support content.

OneDrive

 

A pop-up window will appear enabling you to login to OneDrive the first time you use this feature. The login information will be saved the next time you attach an item from OneDrive.

If you find that you're logged in to the wrong OneDrive account, click your email address in the upper-right corner and then select Switch account. 

OneDrive attachments are view-only, unless you're the owner of the file or the file has been shared to you from OneDrive.

If you have editing permissions on the file, you'll see Edit Document at the top of the file.

Dropbox

A pop-up window will appear enabling you to login to Dropbox the first time you use this feature. The login information will be saved the next time you attach an item from Dropbox. Attaching an item from Dropbox creates a public link to it that is added to Smartsheet.

If you find that you're logged in to the wrong Dropbox account, you can click on your name in the upper-right corner to log out and then log back into the desired account.

Dropbox attachments are view-only when accessed from Smartsheet, unless they are Microsoft Word, PowerPoint, or Excel files.

Dropbox supports an integration with Microsoft Office Online that enables you to edit these files directly by clicking Open at the top. Changes you make will be synced back to the attachment in Smartsheet.

For more information, see the Dropbox help about editing Office files.

 

Box

A pop-up window will appear enabling you to login to Box the first time you use this feature. The login information will be saved the next time you attach an item from Box.

If you find you’re logged into the wrong Box account, click the Switch Box Account link in the lower-left corner of the window.

Box attachments are view-only when accessed from Smartsheet.

Evernote

A pop-up window will appear enabling you to log in to Evernote and authorize Smartsheet to access your files the first time you use this feature. The login information will be saved the next time you attach an item from Evernote.

If you find you’re logged into the wrong Evernote account, click the Switch Evernote Account link in the lower-left corner of the window.

 

Evernote notes will be read-only when opened from Smartsheet; however, any changes you make to your notes directly within Evernote will be synced back to the Smartsheet attachment.

 

Egnyte

A pop-up window will appear requesting your Egnyte domain, your Egnyte username and password, and your confirmation to Allow Access to Smartsheet. The login information will be saved the next time you attach an item from Egnyte.

If you find you’re logged into the wrong Egnyte account, click Change User in the upper-right corner to sign in to a different Egnyte account.

 

When you open an Egnyte attachment, you may see an option to edit it at the top. Editing Egnyte files requires you to download and install Egnyte's WebEdit tool. Learn more about this in Egnyte's support center. Changes made to the file from Egnyte's WebEdit tool will be synced back to the attachment in Smartsheet.

NOTE: The Egnyte folder containing the files (as opposed to the individual files themselves) will need to be shared out in order for other collaborators to open them in Smartsheet. Egnyte offers instructions for sharing folders in their Help Desk.

 

 

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