10,000ft Panel Integration

The Smartsheet and 10,000ft integration is a scalable, all-in-one solution that enables the flow of critical business information both vertically through different levels of decision-making and horizontally across teams doing the work. The integration helps teams cast the right people for every project and navigate the conflicts between top-down strategic planning and bottom-up work execution to seamlessly deliver all the moving parts of every project. With Smartsheet and 10,000ft, organizations can stay focused on the big picture while also executing all the moving parts of every project to stay on track and achieve more in the future of work.

Overview: Integration for 10,000ft by Smartsheet

10,000ft provides the “top-down” portfolio-level resource plan and empowers organizations to strategically staff projects. Smartsheet enables the “bottom-up” detailed project breakdown and helps organizations effectively execute their projects.

The integration enables you to compare and contrast these plans so that you can understand the impact of changing project or resource schedules and keep things up-to-date with confidence.

Panel Overview

  • Connect a project sheet to a project in 10,000ft.
  • See team member availabilities and allocations from 10,000ft in Smartsheet.
  • Plan and assign people in the sheet to specific tasks and rows.
  • Create or update task assignments in Smartsheet while seeing real-time impact as adjustments are made.

To get started, see Set up the Integration for 10,000ft by Smartsheet for more information.

Set up the Integration for 10,000ft by Smartsheet

Who can use this capability?

Permission requirements icon People with both System Admin Smartsheet and Admin 10,000ft accounts can set up the connection between Smartsheet and 10,000ft.

For more information on Smartsheet and 10,000ft user account types, see Manage My Subscription (10,000ft) and User Types and Permissions (Smartsheet)

Plan availability icon  Customers with active Business, Enterprise, or Premier Smartsheet plans and Business 10,000ft plans are eligible to use the 10,000ft integration.

NOTE: Smartsheet Team plans are not eligible. To inquire about a new purchase or an upgrade to an existing plan, please reach out to our Sales team.

See the table below that clarifies the permissions and user types required to carry out various actions when using the 10,000ft integration.

Action

Smartsheet requirement

10,000ft requirement

Set up the account level connection

Smartsheet System Admin

10,000ft Licensed User

10,000ft Admin

Connect a sheet to a project

Smartsheet Licensed User
Sheet Owner or Admin

10,000ft Licensed User

10,000ft Project Manager or Admin

View the panel and make resource updates

Smartsheet Licensed User
Sheet Owner, Admin, or Editor

10,000ft Licensed User

10,000ft Project Manager or Admin

Be resourced on a project

Anyone managed by the Smartsheet org (matching email required)

10,000ft Licensed User or Managed Resource (matching email required)

For information on how to set up your 10,000ft account, see Set Up Your Account.

For information on how to set up your Smartsheet account, see Manage Global Account Settings.

Connect Smartsheet & 10,000ft Accounts

To set up the connection between your Smartsheet & 10,000ft accounts, any user who is a SysAdmin in Smartsheet & an Admin 10,000ft can use the following steps:

  1. Login to 10,000ft.
  2. Navigate to Settings > Account Settings.
  3. Select the Connect to Smartsheet button.
  4. Login with your Smartsheet SysAdmin credentials and Allow Access to your Smartsheet Account.

Once you’ve agreed to allow Smartsheet access to 10,000ft, your users can start using the 10,000ft integration. 

Connect to a 10,000ft Project 

Connect to a 10,000ft Project

  1. In Smartsheet, create or open a project sheet with dependencies enabled. For more information, see Enable Dependencies and Use Predecessors
    NOTE: Make sure the required columns have been added to the sheet. You’ll need: Start Date, End Date, Assigned To, and % Allocation columns
  2. Open Project Settings and ensure you’ve enabled 10,000ft Resource Management and mapped  the Assigned Resource and Allocation % columns. For more information, see Modify Project Settings.
    TIP: To easily access Project Settings, select the menu icon in the panel, then Edit Project Settings.
  3. Click on the blue balloon icon in the right rail and select Log in to 10,000ft to authorize your 10,000ft account. 
  4. Once authorized, use the panel to create a new 10,000ft project or connect to an existing one. Once you've added new project details, or selected an existing project, click Connect.

Once you’ve connected your project sheet to a 10,000ft project you’ll be ready to start assigning users. See Manage Project Resources with the Integration for 10,000ft by Smartsheet for more information.

Disconnect from a 10,000ft Project

If you ever need to disconnect your sheet from a project, or want to use the same sheet to connect to a different 10,000ft project, use these steps:

  1. Click on the blue balloon icon in the right rail to open the 10,000ft panel.
  2. Select the menu icon in the upper left side of the panel.
  3. Select Disconnect 10,000ft Project.
  4. Create a new project or connect to another existing project (optional).

Manage Project Resources with the Integration for 10,000ft

Requirements and Permissions Explained

Here's a resource that you can use to better understand the permissions and user types required to carry out various actions when using the 10,000ft integration.

Action

Smartsheet requirement

10,000ft requirement

Set up the account level connection

Smartsheet System Admin

10,000ft Licensed User

10,000ft Admin

Connect a the sheet to a the project

Smartsheet Licensed User
Sheet Owner or Admin

10,000ft Licensed User

10,000ft Project Manager or Admin

View the panel and make resource updates

Smartsheet Licensed User
Sheet Owner, Admin, or Editor

10,000ft Licensed User

10,000ft Project Manager or Admin

Be resourced on a project

Anyone managed by the Smartsheet org (matching email required)

10,000ft Licensed User or Managed Resource (matching email required)

Work with 10,000ft projects from Smartsheet

When you work in the 10,000ft panel, you can see how changes will impact your overall project in real-time. From a sheet connected to 10,000ft, you can see:

  • People assigned to tasks in your 10,000ft project 
  • Overall allocation % for assigned users
  • Overall availability for team members assigned to your project 
  • Dates for overall project and individual assignments 

Before you start working with the 10,000ft panel, consider building out your project plan in Smartsheet first so you can quickly execute your project plan in 10,000ft when you’re ready.

Before you’ll be able to use the panel, you’ll first need to connect your project sheet to a 10,000ft project. For more information see Set up the Integration for 10,000ft by Smartsheet.

10,000ft Panel at a Glance

The 10,000ft panel conveys information on your resources and assignments through a variety of visual elements. Use the images below as a reference for what each visual element signifies while you become familiar with the integration.

10,000ft Integration Panel - Reference

10,000ft Integration - Panel Interface

Assign Users to 10,000ft Projects

To create a new assignment from Smartsheet with the 10,000ft integration, open the panel and ensure the following information is present in each row corresponding to a task you would like to assign:

  • Start and End dates
  • Allocation %
  • Valid managed 10,000ft user in the Assigned To column

Once all needed information is added into your sheet, you’ll see the new unconfirmed assignments appear in the panel. Select Confirm on a single assignment to confirm changes for a single user, or select Confirm All to confirm all your assignments.

TIP: After you’ve confirmed your assignments, select the project name in the panel to be taken directly to your project brief in 10,000ft.

NOTE: When viewing user allocation in the panel, allocation is summed across multiple tasks. You will not see an entry for each row individually.

Updating Existing Task Assignments

If you need to change the user who is assigned to a task, use the following steps:

  • Open the panel 
  • Adjust the assigned user in the Assigned To column
  • Review your changes in the panel and click Confirm or Confirm All to complete commit changes to your 10,000ft project

When you confirm changes in the panel, changes will not be saved to the sheet. To ensure that you have parity between Smartsheet and 10,000ft assignments, make sure you save the sheet after confirming assignments in the panel.

For tips and FAQ information related to the 10,000ft integration with Smartsheet, see FAQ and Tips: Integration for 10,000ft by Smartsheet.

FAQ and Tips: Integration for 10,000ft by Smartsheet

Frequently Asked Questions

Here are some common questions about the 10,000ft integration panel.

Can we use the integration with existing projects already in progress?

Yes. You can open the panel and turn on the integration for an existing sheet, and you can connect a sheet to an existing 10,000ft project. For more information, see Set up the Integration for 10,000ft by Smartsheet.

Will the integration automatically copy Smartsheet users over to 10,000ft? If I add a new user to our account, do I have to set them up in one or both platforms?

Users will not be automatically set up or copied across the two platforms. Licenses and users will need to be set up in each platform separately. We are exploring how to improve this in future releases. For assistance with setting users up in Smartsheet or 10,000ft, please contact our Support team.

Why does each user have to authenticate in order to use the panel? Does this have to be done every time we connect a sheet to 10,000ft?

This ensures they have the correct access and permissions in 10,000ft to see and edit assignments. Authentication only needs to happen once per user. Once authenticated, you will be able to connect sheets to 10,000ft with just a few clicks.

Do we have to choose between the bottom-up or top-down planning process?

No. You can mix and match or do something different. Those are just different ways of thinking about the planning process. You might do top-down for some projects, and bottom-up for others, or some combination. Projects can start in Smartsheet or 10,000ft and assignments can be created in either product (or both).

With the integration, can I still use Work Item descriptions, tasks, status and notes in 10,000ft?

Yes, however these are NOT linked in any way with content in Smartsheet. Deciding whether or not to use them may depend on your use case and where you want to track things like tasks and notes. We recommend that you track those types of details in Smartsheet and keep 10,000ft high level and about the resource plan. Since the integration rolls up work from the sheet into 10,000ft, the assignments represent an aggregate of many tasks or pieces of work. If you make changes to your plan in the sheet and push them into 10,000ft, the results may add, change, or remove assignments on your project. Changes to an existing assignment will retain the Work Item properties, but in situations where the assignment is removed, those work item properties (tasks & notes in 10,000ft) will be removed along with the assignment. So anything you want to continue to track and manage (such as important tasks) you will want to manage in Smartsheet.

What if we use Placeholders in 10,000ft? How will that work before and after that feature is supported by the integration?

Placeholders will not be supported right away. If you add a placeholder to a 10,000ft project and then link that project to Smartsheet, you will see the placeholder assignments in the panel, but they will not relate to anything in the sheet. You could use that as reference for making named assignments in the sheet if that is helpful but you won't be able to assign task rows to Placeholders.

When Placeholders become available, you will be able to assign them to tasks in the sheet just like assigning a person.

10,000ft supports percent, hours/day, and fixed hour allocations. How will Smartsheet and the integration support this?

Currently, Smartsheet supports percent allocation (%). All allocations in the panel will be shown as a percentage. Hourly or fixed hour allocation can still be set in 10,000ft, but will be converted to the equivalent percentage when viewed in the panel. 

Can people without project manager permissions in 10,000ft request resources through the panel?

This is not supported at this time.

How do I revoke Smartsheet’s access to my 10,000ft Account?

If you no longer want to have your personal 10,000ft and Smartsheet accounts connected, you can revoke the access token by logging in to 10,000ft, navigating to Settings > My Preferences, and clicking revoke for the Smartsheet authorized application.

Tips & Best Practices

When using the 10,000ft integration, there are some steps you can take to ensure that you’re using the panel efficiently. See the recommendations below for tips and best practices information on using the 10,000ft integration in Smartsheet.

Setup of 10,000ft User Accounts 

Before you can make use of the integration, you’ll need to have configured 10,000ft users in your 10,000ft account. Things to keep in mind when setting up 10,000ft user accounts:

  • Users must have an email address that matches between Smartsheet and 10,000ft in order to be managed in the integration.
  • To create assignments in the 10,000ft panel, users must have a licensed 10,000ft account with Program Manager or Admin permissions levels.

To ensure you’re making effective staffing decisions, it’s also important to add descriptive information to your 10,000ft users. Take advantage of features like: Roles, Disciplines, Locations, Bill Rates, and Custom Skills. These will help you make sure you're staffing the right person from the start.

For information on adding users to your 10,000ft account, see Manage My People.

Setup Workspaces and Project Sheet Templates in Smartsheet

To help you quickly and effectively spin up or staff projects in 10,000ft, you can take advantage of Smartsheet’s template capabilities to reduce manual effort and maintain consistency across all projects. Share templates across your organization by housing them in a Workspace that is shared with all stakeholders.

Template: Detailed Project Resourcing with 10,000ft

Template: High-Level Project Resourcing with 10,000ft

For more information on using templates and Workspaces in Smartsheet, see Templates: Create Your Own or Use One from the Solution Center and Workspaces Overview.