Attachments from Google Drive, OneDrive, Dropbox, Box, Evernote, Egnyte & URL

If you are storing files in online document stores such as Google Drive or Dropbox, you can attach a direct link to those files to a Smartsheet workspace, sheet, row, or discussion. When collaborators open the attachment, a pop-up window will appear enabling them to access the file directly in the other program. You can also attach a link to a website, which other collaborators can open to access the website in a new browser window.

You can attach files from these document stores:

  • Google Drive

  • OneDrive

  • Box

  • Dropbox

  • Evernote 

  • Egnyte 

Play IconPrefer video? See the File Sharing and Attachments Demo at the end of this article.

For information about using attachments with comments, see Working with Comments.

Required Permissions for Working with Attachments

Anyone with access to the sheet or workspace will be able to see the attachment names.

All collaborators will be able to open OneDrive, Dropbox, and URL attachments. However, to open the attachments 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.

The owner and collaborators with Editor or Admin access to the sheet or workspace will be able to add attachments from their Google Drive, OneDrive, Box, Dropbox, Evernote, or Egnyte account.

NOTE: You won't be able to attach files at all if you are using an Enterprise account and your SysAdmin has disabled File Attachment Options.

The sheet owner, and collaborators with Editor or Admin access can delete the attachment from Smartsheet to remove the link.

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Attaching Items from Google Drive, OneDrive, Box, Dropbox, Evernote, or Egnyte

How you get started attaching a file will depend on the type of Smartsheet item you're working with.

  1. Follow the steps for the item type you're using in Smartsheet to open the Attachments form: Sheet: Open the sheet and click the Attachments tab at the bottom of the Smartsheet window. 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: Click the Home tab at the top of the Smartsheet window and then click the name of the workspace in the left sidebar. The list of items contained in the workspace will appear in the middle of the screen.

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

  3. From the Attachments form, click the Attach button. 
    Upload Attachment

  4. Select the desired document store (for example. Google Drive) that you want to attach files from.

  5. From the file or folder structure form 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.

More Information About Attaching Files from Specific Document Stores

Google

If you use a Google address as your Smartsheet address, a pop-up form 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.

OneDrive

A pop-up form 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. 

Dropbox

A pop-up form 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.

Box

A pop-up form 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.

Evernote

A pop-up form 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.

Play IconTo see an example of working with a file attachment from Evernote, see the video on Attaching Notes and Syncing Notebooks from Evernote to Smartsheet.

Egnyte

A pop-up form 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.

Link

If you use the Link (URL) 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.

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Viewing and Editing Attachments

To display the attachments a sheet contains:

  1. Click the Attachments tab at the bottom of the sheet. NOTE: To work with attachments in a workspace, click the Home tab, select the name of the workspace, and click the Attachments button in the upper-right portion of the Smartsheet window.

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

A window will appear displaying the file in either Google Drive, OneDrive, Dropbox, Box, Evernote or Egnyte. 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.

Working with Attachments from Specific Document Stores

Google Drive

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.

OneDrive

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.

Box

Box attachments are view-only when accessed from Smartsheet.

Dropbox

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.

Evernote

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

When opening 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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Deleting Attachments

To delete an attachment:

  1. Click the Attachments tab at the bottom of the sheet.

    NOTE: To work with attachments in a workspace, click the Home tab, select the name of the workspace, and click the Attachments button in the upper-right portion of the Smartsheet window.  

  2. Locate the name of the attachment you'd like to delete and select the checkbox to the right of it.

  3. Click  Delete Selected Attachments at the top of the Attachments form, 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.

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Video Demos

File Sharing and Attachments Demo

Attach Notes and Sync Notebooks from Evernote Demo

If you don't have access to YouTube, click here to watch the video.

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