Microsoft Entra ID overview

Entra ID 

The integration with Microsoft Entra ID allows System Admins to simplify user management in Smartsheet by using their current enterprise directory. This integration enables the synchronization of user data from the directory to Smartsheet, helping reduce the compliance burden of managing an additional identity system.

Centralized user management also enhances organizational security. Delaying deactivation after access removal increases organizational risk. System Admins ensure that sensitive data remains protected from unauthorized access by promptly and centrally deactivating or removing access to key systems.

Use cases

Here’s how Entra ID streamlines user management in Smartsheet:

  • Provisioning users: Use Microsoft Entra ID directory groups to assign users to the right role. This will also automatically update those changes in Smartsheet.
  • Managing user profile data: Integrate your users' department, cost center, and other details into their Smartsheet user profiles.
  • Managing user access and permissions: Centrally manage your entire user population from a single location. When you remove a user from your enterprise directory, their Smartsheet user profile is automatically deactivated, and they can no longer access the platform. Since your plan owns their Smartsheet items, they won’t get lost. If necessary, you can transfer their content to another user.

Before you begin

To begin using the Microsoft Entra ID integration with Smartsheet, familiarize yourself with the necessary requirements:

  • Ensure you’re on a single Enterprise, Premier, or Advance plan. If multiple plans are within the account, they must be consolidated into a single Enterprise, Premier, or Advance plan.
  • Ensure you’re using one of the following supported Entra ID instances:
    • Entra ID Basic
    • Entra ID Premium P1
    • Entra ID Premium P2
  • Set up user auto-provisioning (UAP) to facilitate a smooth user provisioning process. 

Known limitations

Key considerations include:

  • Smartsheet’s public API rate limits can accommodate organizations with up to 30,000 users within Microsoft's Service Level Agreement (SLA). Provisioning and user updates may take longer for organizations with more than 30,000 users.
  • Microsoft Entra ID integration with Smartsheet is not available for Smartsheet Gov or Enterprise Plan Manager.
  • Importing or updating groups from Microsoft Entra ID is not supported. However, you can create or update Smartsheet-specific groups manually within Smartsheet.
  • Smartsheet groups created for role assignments can only be designated to the relevant built-in roles within the Smartsheet gallery application tile.
  • Access to Smartsheet add-ons can’t be managed through Entra ID.