Follow these instructions to set up an upload workflow in Data Shuttle.
About Data Shuttle
Data Shuttle requires data downloaded in .csv or .xlsx format from systems like CRM, ERP, databases, etc.
You can use Data Shuttle to offload data as an attachment to a Smartsheet sheet or an external cloud source (OneDrive/SharePoint, Google Drive, or Box).
Data Shuttle connection can be established via the Connections menu on the top navigation bar of the Smartsheet application or by selecting the Log in to Data Shuttle button below.
Data Shuttle for uploads
Create an upload workflow in Data Shuttle to do the following:
- Import actual hours worked from an external time-tracking tool
- Import actual expenses from an external accounting system
- Update delivery sales pipeline from a non-SFDC CRM tool
- Merge data from an 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
Data Shuttle for offloads
Create an offload workflow in Data Shuttle to do the following:
- Display key Smartsheet information to users who don't use Smartsheet.
- 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 simple structure for database imports.
- 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 data by keeping exported versions of different sheets long-term
Data Shuttle can upload data from:
- Systems that allow export to Google Sheets, .xlsx, or .csv text files
- Files in Google Drive, Microsoft (OneDrive/SharePoint), or Box
- Shared Google, Box, and SharePoint drives
If you select OneDrive as your source/target location, your SharePoint sites will appear in the left pane under your OneDrive files.
When creating a workflow, make sure that:
- The .csv or .xlsx file is attached to a sheet in Smartsheet; or,
- The .csv, .xlsx, or Google Sheet file is located in the Google Drive of an account you can access.
- When importing files from Google Drive to Data Shuttle, a licensed user in Smartsheet must have at least Viewer access on the doc(s) in the Google shared drive.
Offload data from Smartsheet
To offload files from Smartsheet or Excel to a shared drive in Google Drive, a licensed user in Smartsheet must have at least Editor access to the file in the shared drive in Google.
Data Shuttle can offload data from Smartsheet to the following locations:
- OneDrive/Sharepoint, Box, and Google Drive, or as an attachment to a Smartsheet sheet in either Excel .xlsx or .csv format.
- Shared Google, Sharepoint, or Box drives. You must have at least an Editor's permission on the shared drive.
Data Shuttle does not support the legacy Excel files (.xls) extension.
For information on browser compatibility, see System Requirements and Guidelines for Using Smartsheet.
If you have a Smartsheet commercial account, all your drives are on by default.
If you have a Smartsheet Gov account, they’re off. 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 workflows
To upload or offload data, you have to create workflows. Each workflow helps you do the following:
- Define where the data comes from and where it goes
- Apply filters to that data
- Map the data at its destination
- Create 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
- Confirm your data compatibility and permissions.
- Sign in to Data Shuttle at datashuttle.smartsheet.com.
- On the left Navigation Bar, select + to create a new workflow.
- Select the type of workflow you want to create, upload, or offload.
- Follow the instructions on the workflow screens to do the following:
- Identify your source
- Set a target
- Apply filters
- Map any columns
- Optional: Set a schedule for your workflow to run automatically.
- Publish your workflow to save it. Return to your dashboard to review, edit or archive the workflow.
Data Shuttle insights
SysAdmin can navigate to Admin Center then to Plan Insights to see Data Shuttle insights data including the total number of workflows created, rows updated, executions, active users, errors, archived assets, and more. Learn more about plan insights.
Tips and best practices
- With Data Shuttle, Smartsheet limitations still apply.
- If you need to upload from a source to replace more than 5,000 rows or merge data into 20,000 rows, you can apply filters or decide to only map a selection of columns. You can also create multiple workflows using a common data category to distribute the data into multiple sheets. You can offload up to 20,000 rows.
- If you typically work with large datasets that exceed the sheet limitation of 20,000 rows, consider uploading to a DataTable.
- Data Shuttle filters are case-sensitive. Check your casing if your results don't look right.
- Set up efficient workflows. 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.
Follow these instructions to set up an offload workflow in Data Shuttle.
Follow these instructions to edit, run, or delete a workflow in Data Shuttle.