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Smartsheet Integration - Integration Setup

  • Updated

This article explains how to set up the Smartsheet with OnePlan integration.

This integration focuses on Sheets in Smartsheet becoming Plans in OnePlan, and the rows within Smartsheet will appear as Schedules items in the OnePlan Work Plan. The reverse is also possible, plans within OnePlan will become a sheet in Smartsheet, and any Scheduled items in OnePlan Work Plan will become a row item in Smartsheet

OnePlan Setup

In order to do the OnePlan setup, you need to be an admin, meaning you are a user with Owner permissions in OnePlan. If the Advanced Settings are enabled for your group, continue to the next steps. If the Advanced Settings are NOT enabled, contact OnePlan for assistance.

  1. Log in to your OnePlan group with your Office365 account.

  2. Open the Admin pages by clicking on the Settings gear.

  3. Select Integration in the admin navigation.

  4. Click the + (plus) icon in the Authentication Keys section.

  5. Save the key name and generated key somewhere (such as in a notepad doc), as once you navigate away, the key cannot be seen. To be used at a later step in the OneConnect configuration.

3421b49e-b9a6-4759-8e0e-0a6b9f4fc028.png

Smartsheet Setup

Generate a Smartsheet API Access Token

Note

To generate an API Access Token account must have either Pro, Business, or Enterprise Plans.

  1. Log into Smartsheet.

  2. Go to Account > Apps & Integrations.

  3. Click on API Access.

  4. Click Generate new access token. A window will appear.

  5. Enter an API Access Token Name. Click Ok.

  6. The API Access Token will be generated on the next page.

Smartsheet_API_Token.png

Locate a Smartsheet Template Id

Note

To find the Template ID, a Template must be made in Smartsheet.

  1. Click on the Browse (folder) Icon.   

  2. Locate the Template that will be used, right click on the template name to expand options.

  3. Click on Properties... The Template ID will be in the last field at the bottom of the window.

Smartsheet_Template_Id.png

OneConnect Setup

Note

To complete the OneConnect setup, you need have Administrator or Editor privileges in the OneConnect group you wish to set the integration up in.

  1. Go to https://my.oneconnect.ai

  2. Locate the OnePlan to Smartsheet integration. Click the Configure button. The integration configuration form will open.

    Smartsheet_Integration_Select_Integration.png

  3. Complete the integration configuration form.

    Note

    Expand the Additional Options area to see all the necessary fields to be filled in.

    1. Complete the OnePlan section.

      • Group Name: Enter the OnePlan Group name you will be integrating into.

      • Authentication Key: Enter the OnePlan Authentication Key generated from OnePlan.

      • (Optional)) Alternate OnePlan Environment URL: If using an alternative environment than https://my.oneplan.ai, please enter the appropriate URL here.

        Note

        Options currently are: https://au.oneplan.ai, https://ca.oneplan.ai, https://eu.oneplan.ai.

      Smartsheet_OnePlan_Section.png

    2. Click Next.

    3. Complete the Smartsheet section.

      Note

      Expand the Additional Options area to see all the necessary fields to be filled in.

      • Username: Enter the username.

      • API Token: Enter the API Access Token to be used with OneConnect. See Generate a Smartsheet API Access Token for instructions.

      • (Optional) Template ID: Enter the Template ID to be used when importing plans into Smartsheet. See Locate a Smartsheet Template Id for instructions.

        Note

        Check the Use Template checkbox if entering a Template ID.

        Note

        If no Template ID is entered, any plans that are created from OnePlan to Smartsheet will be created as a simple sheet without any columns except for the Task Name.

      Smartsheet_Integration_Smartsheet_Section.png

    4. Click Next.

OnePlan Changes After the Integration is Complete

Once the integration is complete, three things will occur in the OnePlan integration page:

  • An integration line item is made.

  • An integration event is created.

  • Smartsheet is now available in the Connected Systems icon.

Integration Line Item

Each item within the Integration section shows the OneConnect integrations connected to the OnePlan Work Plan.

Smartsheet_Integration_Integration_Line_Item.png

Integration Event

Integration events are automated responses that will bring data over from OnePlan into Smartsheet.

What this event does is trigger the OnePlanPublish strategy for any item that is connected to Smartsheet. This will bring any values that are mapped to go from OnePlan to Smartsheet to be updated.

What triggers this event is after a connected item has been saved in OnePlan. At the plan details page, this occurs after an item has been modified and then is automatically saved. At the task level, this is done after editing a field, and then clicking Save.

Connected Systems

Any plan item that is connected to Smartsheet will show the Smartsheet icon at the My Portfolio page.

To connect an item from OnePlan into Smartsheet, navigate to the Work Plan - Schedule page, click on the plug icon (Connected Systems Icon) and select the options of connecting to an existing item within Smartsheet, or creating a new item.  Once the plan is connected, the Connected Systems window can also be used to Import, Export, or Open the Smartsheet item.

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