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Creating an extended integration for Smartsheet users

  • May 28, 2026 16:17
  • Updated

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You'll get visibility of your Smartsheet users as data from Smartsheet is automatically transformed into consumable information and actionable insights.

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Get the information and insights that you need to reduce costs and the time that you spend on administration tasks such as:

  • Configurable dashboards and list views of key user information
  • Configurable reports to share information about users with your colleagues and management
  • Configurable workflows that you can easily create to automate such tasks as:
    • Retrieving SaaS user roles.
    • Obtaining the last login date/time of a user.
    • Adding and deleting users.

Information

For the integration with Smartsheet, you can use OAuth or API key Authentication. For further information, refer to Adding your Smartsheet credentials to Oomnitza.

Creating the integration

  1. In Oomnitza, click Configuration > Integrations > Overview.
  2. Click Block view block_view.PNG.
  3. On the Integrations page, scroll down to the Extended section for user integrations.
  4. Click NEW INTEGRATION.
  5. In the sidebar, search for the integration.
  6. Click ADD.

Integration details overview

More information is provided about the following fields to help you complete the integration:

  • User only. Add user records.
  • User plus SaaS user. User records and SaaS user records are retrieved. User records are displayed on the People page and SaaS user records can be accessed when you open the SaaS application record on the SaaS page and click the Users tab. In addition to retrieving information about the SaaS application such as usernames, you also retrieve key information such as the user's SaaS role and last activity which will enable you to reduce costs by monitoring SaaS usage and removing users who aren't using the SaaS application. To maintain data hygiene, you can enable the deactivate feature.
  • Software SaaS Selection. Link the vendor application to the Oomnitza Software Catalog which is a repository of supported vendor applications and services. If an entry for the vendor application is not shown in the list, it means that the vendor application has not been added to the SaaS page in Oomnitza and linked to the catalog. See SaaS details overview. You can ignore this field because the vendor application is automatically linked to the catalog when the integration is saved.

Important
Now that user information can be retrieved and users deactivated when the integration is run, you can deactivate or remove the workflows that were added to retrieve SaaS user information and deactivate SaaS users. (The block that is used to complete these actions in workflows is the SaaS User Role Retrieval block.)

When you enable the Deactivate feature, the following actions are completed when the integration runs:

  • If a user record is missing from the data source - the vendor application - or if the record is marked as inactive in the data source, the user record is deactivated in Oomnitza.
  • If a user record was deactivated and is now available in the data source, for example, the user logs into the SaaS application, the user record becomes active in Oomnitza. 

Installation types

  • Cloud. Store credentials in the Oomnitza cloud.
  • Local. Store credentials locally. If you want to sync Oomnitza with vendor applications that require AWS or OAuth authentication, select cloud as the type of installation. Local installations don't support AWS and OAuth authentication. 

Integration preferences

  • Create & Update. Add and update records.
  • Create only. Add records.
  • Update only. Update records.

Editing the integration details

TipBulb_Icon_small.svg When you edit the Integration details section, you can select the name or names of integration contacts.  Integration contacts will receive an in-app notification and an email, when the integration fails, when the integration fails to complete within 24 hours, or when the scheduled integration fails to run.

  1. Click Edit edit_black_pencil_icon.svg.
  2. Make your changes.

Editing the credential details

If you selected Cloud as the installation type, choose one of the following options:

  • Select the credentials that were created for the integration.
  • Edit the credentials that were created for the integration.
  • Create new credentials

Scheduling the integration

By default, data is synced once every day. Change the interval or the time so that the data is streamed when your system isn't busy.

  1. Click Edit edit_black_pencil_icon.svg.
  2. Make and save your changes.

Mapping fields to Oomnitza

To map the fields to Oomnitza, click Edit edit_black_pencil_icon.svg.

 cog_red_dot_small_icon.svg Select Edit integration to add rules for syncing data. small_blue_link.svg Filtering integration results.  
 

You can add new fields to your integration by selecting Add new field  add_grey_rectangel_icon.svg on the mapping page. 
small_blue_link.svg Creating custom API fields. 

Creating custom mappings

Map the Smartsheet fields to Oomnitza fields and create custom mappings to get the user information that you need.

Complete these actions:

  1. Click Smart Mapping to automatically detect appropriate mapping fields. Values from the integration can also be dragged to the appropriate field on the Oomnitza side, or selected from the integration field dropdown.
  2. You have the option to create custom mappings to map any other field that you want to add to Oomnitza. To create an optional custom mapping, do the following:
    1. Click the down arrow on the field that you want to map.
    2. Select Add new Oomnitza users field.
    3. Change the name of the field.
    4. Click CREATE. 
  3. Ensure that the Email is mapped to the
    1. Username field on the Oomnitza side (required for integration).
    2. Email field on the Oomnitza side (required for integration).
  4. Select the Role field on the Oomnitza mapping side.
  5. Choose a suitable role from the list (a defined role is necessary for the integration)
  6. Assign a sync key to a unique field, such as the Email.
  7. Click UPDATE

Standard Smartsheet to Oomnitza mappings

The following Smartsheet fields can be mapped to Oomnitza:

Connect: Credentials
Connector Sync Time
Email
Family Name
First Name
Last Name
Id
Is Admin?
Is Group Admin?
Is Viewer?
Last login timestamp
Licensed Sheet Creator?
Status

Launching the integration

Your integration is in Draft mode until the required mandatory fields are added. When added, click Launch to activate your integration. 

small_blue_link.svg If you selected Cloud as the installation type when creating the integration, see Running an extended integration

small_blue_link.svg If you selected Local as the installation type when creating the integration, see Running an extended integration locally.

Viewing data ingested by Oomnitza

Viewing ingested asset data

For asset integrations, click Hardware. If the asset integration also ingests software data, click Software.

Viewing ingested user data

For user integrations, click People. If you chose the option to ingest User and SaaS user data, click Software > SaaS, click the SaaS app, and then click the Users tab. 

Related Links

Creating workflows

Creating user workflows with the API block

To create a user workflow, you must complete these steps:

  1. Navigate to workflows in Oomnitza:
    • Click Configuration > Workflows
    • Click Add add_grey_cricle_icon.svg.
    • Use search to find and select the Users object.
  2. Edit the Begin Block:
    • Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
  3. Add the API block:
    • Drag and drop the API block onto the Sandbox.
    • Click Edit on the API block and enter Smartsheet in the search field. 
  4. Select your Smartsheet credentials:
  5. Click Advanced Mode.
  6. Configure the Smartsheet Add User preset, and the Smartsheet Delete User preset. 
  7. Map the Response
    • Select the Response tab.
    • Map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. 
    • Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields. For example, {{response.email}}.
  8. Connect the Blocks. 
  9. Save, validate, and activate your workflow.

Configuring the Smartsheet Delete User preset

When configuring the Delete user preset, make sure that the following parameters are configured correctly in the URL field:

  • transferTo (required if the user owns groups): The Id of the user to transfer ownership to. If the user being removed owns groups, they are transferred to this user. If the user owns sheets, and transferSheets is true, the removed user's sheets are transferred to this user.
  • removeFromSharing (optional): Set to true to remove the user from sharing for all sheets/workspaces in the organization account. If not specified, user is not removed from sharing.
  • transferSheets (optional): If true, and transferTo is specified, the removed user's sheets are transferred. Else, sheets are not transferred. 

For further information see Remove User - Smartsheet.

Using the Smartsheet Add User preset

When configuring the Add user preset, make sure that the following values are updated correctly in the Body tab:

  • firstName (optional)
  • lastName (optional)
  • email (required)
  • admin (required)
  • licensedSheetCreator (required)

For further information see Add User - Smartsheet.

articles_icon.svg Reference articles for workflows

Creating Saas user workflows

Important
If you upgrade to the latest version, SaaS user information is retrieved when the integration is run and, if you enable the Deactivate user feature, users are automatically deactivated when the integration is run.  If this is the case, you can deactivate or delete the workflow.  

You can create the SaaS User workflow using the Smartsheet SaaS User Role preset. This preset enables you to read a user’s role and last login date from Smartsheet. 

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the Smartsheet User Role preset, complete the following steps:

  1. Click Configuration > Workflows > Saas Users from the menu.
  2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
  3. Enter the name and a description of the workflow. 
  4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
  5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
  6. Click the Edit icon.
  7. Enter Smartsheet in the search field and choose the Smartsheet SaaS User Role preset.
  8. Click the right arrow >.
  9. Enter your Credentials.
  10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Smartsheet > Users if their status is Deactivated in Smartsheet. 
  11. Click SAVE.
  12. Connect the blocks.
  13. Save, validate, and activate your workflow.

To view active Smartsheet users in the SaaS Users UI, complete the following steps:

  1. Click Software from the menu.
  2. Select the SaaS tab, and select your software entry for Smartsheet.
  3. Click Users in the side pane.
  4. The Role and Last Activity column will be populated with the user details to confirm that this user has been found in your Smartsheet SaaS.

Reference articles for creating workflows

Related articles

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