Set up DataTable

DataTable is a premium Smartsheet add-on that stores large datasets outside of individual sheets and makes that data available to connected sheets. Instead of fragmenting data across multiple sheets or running into row limits, you maintain one central DataTable of up to 2 million rows and 200 columns, and push targeted subsets into the sheets that need it.

Data flows in one direction: from an external source through Data Shuttle into DataTable, then out to connected sheets. DataTable doesn't sync changes back from sheets to your source. For that, use a Data Shuttle offload workflow.

Before you start

To use DataTable:

• You must hold Owner or Admin permissions on any DataTable-connected sheet.
• DataTable must have been enabled in Admin Center by a Smartsheet System Admin.

DataTable is a premium add-on. For pricing, contact the Smartsheet sales team. You can also visit the DataTable Marketplace page for more information.

To check your access level, sign in to DataTable.

Sign in to DataTable

Access DataTable

On the left navigation, select Browse and then select DataTables  .

Set up DataTable

The fastest path is to import data through Data Shuttle rather than building from scratch.

1. Create a DataTable.

2. Connect a Data Shuttle workflow to import data into the DataTable.
3. Connect a sheet to DataTable to pull records into a sheet.

4. Manage your DataTable. 

Tips and best practices

Keep these tips in mind as you work with DataTable:

Unique identifiers

• If you run lookups, updates, or row merges, your dataset needs a column with a unique value for each record.
• When you build multiple workflows in a DataTable, use the same field as the unique identifier across all of them. This prevents duplicate rows and empty fields.

Connections and limits

• Connect up to 1,000 sheets to a single DataTable.
• Sheet-level limits still apply when you use Connections to populate a sheet from DataTable. Row limits, column limits, and all standard Smartsheet limitations remain in effect.
• To find a connection ID for support, go to Connection Summary and select the arrow icon between the DataTable and sheet names.

Data flow

Data moves from your source into DataTable. DataTable doesn't push changes from a sheet back to your source. Use a Data Shuttle offload workflow for that.

Data Shuttle limitations in DataTable

Data Shuttle workflows connected to a DataTable don't support:

• Scheduling on file attachment to a sheet
• Advanced date format options
• Replacing all data with a new import file
• Deleting rows that don't match filter criteria