Data Shuttle

APPLIES TO

  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

  • 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
  • When pushing 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 
  • Admins, Owners, or Editors on the target sheet can create and own Data Shuttle workflows 
  • A license is required to own any source and target Smartsheet used in Data Shuttle configurations

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.

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About Data Shuttle

APPLIES TO

  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

  • 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
  • When pushing 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 
  • Admins, Owners, or Editors on the target sheet can create and own Data Shuttle workflows 
  • A license is required to own any source and target Smartsheet used in Data Shuttle configurations

With Smartsheet Data Shuttle (formerly Data Uploader), you can import data from enterprise software systems into Smartsheet.

This requires data downloaded in .csv or .xlsx format from systems like CRM, ERP, databases, etc. 

You can also use Data Shuttle to offload data as an attachment to a Smartsheet sheet or to an external cloud source (OneDrive/SharePoint, Google Drive, or Box).

Data Shuttle is an Add-on that appears in the Launcher after you sign in at datashuttle.smartsheet.com.

Using 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

Using Data Shuttle for offloads

Create an offload workflow in Data Shuttle to do the following:

  • Display key Smartsheet information to users who aren’t in the Smartsheet ecosystem
  • 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 data by keeping exported versions of different sheets long-term

Data compatibility

If you have a Smartsheet commercial account, all your drives are on by default. If you have a Smartsheet Gov account, they’re 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.

Uploading data from external tools/systems

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, OneDrive, and Box 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.

Offloading data from Smartsheet to external tools/systems

Data Shuttle supports offloads from Smartsheet to Excel .xlsx or .csv files. It can push those files to OneDrive/Sharepoint, Box, and Google Drive, or as an attachment to a Smartsheet sheet.

Similar to the upload workflow, you can offload data from Smartsheet to shared drives in Google Drive. However, you must have at least an Editor permission on the shared drive.

Data Shuttle doesn't 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 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

  1. Confirm your data compatibility and permissions. 
  2. Sign in to Data Shuttle at datashuttle.smartsheet.com
  3. On the left Navigation Bar, select + to create a new workflow. 
  4. Select the type of workflow you want to create, upload, or offload.
  5. Follow the instructions on the workflow screens to do the following:
    • Identify your source 
    • Set a target
    • Apply filters 
    • Map any columns 
  6. Optional: 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 these tips in mind as you work with Data Shuttle:

  • 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, use filters and a limited set of column mappings. 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. 
  • 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.