Data Shuttle

Data Shuttle by Smartsheet improves visibility and enables data-driven decisions by automatically moving your data across platforms. Data Shuttle allows you to upload or offload your data from ERPs, CRMs, and databases to and from Smartsheet. This allows you to create a centralized source of truth and gives you the ability to make confident, real-time decisions.

With Data Shuttle, you’ll be able to visualize and act on all your data across platforms. You can effectively manage processes such as invoice tracking to resource management. Data Shuttle is highly adaptable and can be used with various business units with their relevant platforms.

About Data Shuttle

With Smartsheet Data Shuttle (formerly Data Uploader), you can automatically import data from enterprise software systems like CRM, ERP, databases etc., directly into Smartsheet. Any system that can download to a CSV, Excel, or Google sheet can be uploaded into Smartsheet. You can also use Data Shuttle to offload data as an attachment to a Smartsheet sheet or to an external cloud source. (currently, OneDrive and Google Drive).

Data Shuttle is an add-on that will appear in the Launcher after you log in at datashuttle.smartsheet.com. Learn more about accessing apps via the Launcher here

Smartsheet.gov customers can upload data only. Learn more about .GOV capabilities here.

Using Data Shuttle for uploads

Use Data Shuttle to upload data to Smartsheet and: 

  • Import actual hours worked from an external time tracking tool
  • Import actual expenses from an external accounting system
  • Update to delivery sales pipeline from a non-SFDC CRM tool
  • Merge data from external system into an intake Sheet to drive SCC provisioning
  • Continuously merge data from multiple systems into one Smartsheet Solution for a centralized executive overview
  • Easily cross reference ERP data with work execution context
  • Import data into Smartsheet from custom form building tools
  • Import business intelligence analysis to take action

Learn how to build an upload workflow here.

Using Data Shuttle for offloads

Use Data Shuttle to offload data from Smartsheet and: 

  • Display key Smartsheet information to people who don’t live within the the Smartsheet ecosystems
  • Get processed data back out of Smartsheet to be imported into other data analysis tools, CRM, or other systems of record within the company
  • Export complex data in a very simple structure for database ingests
  • Make sheet summaries available weekly in a cloud storage system to be sent as an email attachment
  • Send modified, filtered sheet data as an attachment to another sheet for complex solution building  
  • Export key PPM tracking use cases on a schedule for remediation and time-in-point against budgets in external systems
  • Export, archive and audit by keeping exported versions of different sheets long term

Learn how to build an offload workflow here.

Data Compatibility

If you have a Smartsheet commercial account, all your drives are on by default, if you have a Smartsheet Gov account, they are off by default. In Smartsheet Gov accounts, you can select the drives you want to permit Data Shuttle to access, but you must contact support to request this capability.

Data Shuttle can upload data from systems that allow export to Google Sheets, Excel, or comma separated values (.csv) text files. Data Shuttle can upload data from files in Google Drive, OneDrive, or Box.

Data Shuttle supports uploads to Smartsheet from shared Box drives, but does not support shared drives for Google Drive or OneDrive. To create a workflow, make sure the data you want to sync in one of the following locations:

  • The file (.csv or .xlsx) file must be attached to a sheet in Smartsheet
    -or-
  • The file (.csv, .xlsx, or Google Sheet) must be located in Google drive in an account to which you have access

Data Shuttle supports offloads from Smartsheet to Excel or CSV files; it can push those files to One Drive and Google Drive or as an attachment to a Smartsheet Sheet.

Data Shuttle does not support the legacy Excel files (.xls) extension.

For information on browser compatibility, see System Requirements and Guidelines for Using Smartsheet.

Data Shuttle Workflows

To upload or offload data, you create Workflows. Each Workflow defines where the data comes from, where it goes, applies filters to that data, maps the data at its destination, and creates an optional schedule for the Workflow to run automatically. Scheduling a Workflow means you can set it and forget it, knowing the data at your target is regularly updated. You can also run your workflow manually at any time. 

As you build your workflows, make sure you have a clear endpoint. Avoid circular workflows; they will run in an infinite loop and create problems with your data. 

Basic Workflow steps

  1. Confirm your data compatibility and permissions. 
  2. Log into Data Shuttle at datashuttle.smartsheet.com
  3. Create a new workflow. Click the plus icon on the left Navigation Bar. 
  4. Select the type of workflow you want to create, upload or offload.
    Learn more about upload workflows here and offload workflows here
  5. Follow the instructions on the Workflow screens to identify your source, set a target, apply filters, and map any columns. 
  6. Optionally, set a schedule for your workflow to run automatically.
  7. Publish your workflow so you can access it any time. 

You can edit, copy, or delete your workflow any time. 

Tips and Best Practices

Keep the following in mind as you work with Data Shuttle:

  • With Data Shuttle Smartsheet limitations still apply.  For more information on sheet and imported file size maximums, see Smartsheet System Requirements and Guidelines.
  • If you need to upload from a source to replace more than 5,000 rows or merge data into 20,000 rows, use filters and a limited set of column mappings. Or, you can create multiple workflows using a common data category to distribute the data into multiple Sheets. You can offload up to 20,000 rows. 
  • Data Shuttle filters are case sensitive. Check your casing if your results don't look right. 
  • If someone builds a workflow and sets it to run every time a new attachment is added, anyone who adds the attachment will cause the workflow to run.