Creating an extended integration for Smartsheet users

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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.

Connect Oomnitza and Smartsheet in minutes

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.

Navigation

Updating the credentials

Creating the user integration

Creating custom mappings

Creating workflows

Creating user workflows with the API block

Smartsheet Delete User preset

Smartsheet Add User preset

Creating Saas user workflows

Smartsheet User Role preset

Before you start

Best practice
For the integration with Oomnitza, create a dedicated user account.

Smartsheet uses API token based authentication.

For more information, see Smartsheet API 2.0.

Updating the credentials

To stream Smartsheet user data into Oomnitza, complete the following steps:

1. In Oomnitza, click Configuration > Security > Credentials.
2. Click Add new credential (+).
3. Add the information details.
4. Click the AUTHORIZATION tab.
5. Ensure that API Key is selected as the authorization type.
6. Enter Authorization as the name of the token. 
7. Enter Bearer followed by the API Key. For example,Bearer l35xxxxxxxxxxxxxxxxsae05.
8. Ensure that Add to Header is selected.
9. Click Create.

Next

You use the credentials that you added to create and customize your Smartsheet integrations with Oomnitza.

Creating the user integration

Info and connect details

1. From the menu, click Configuration > Integrations.
2. Click Integrations List View .
3. On the Integrations page, scroll down to the Extended section for User Integrations.
4. Click NEW INTEGRATION.
5. In the New User Integration sidebar, click Smartsheet.
6. Click APPLY next to the Smartsheet User Load, and then click NEXT twice.

Connect page

Best practice
To ensure that only live user records are streamed to Oomnitza, choose Update only as your integration preference. When you run the integration, you can check the error logs to see which user records weren't uploaded and why they weren't uploaded. You can then decide whether to upload the user records that were skipped by changing your integration preference to create and upload. See Access error logs.

On the connect page, complete the following steps to connect the integration:

1. Enter a descriptive name for the integration such as Smartsheet User Load. This name will be displayed on the Integrations page once the setup is complete.
2. From the User Selection list, select User plus SaaS User or User only.
3. If you select User plus SaaS User and you have multiple instances of the same SaaS application, select the application from the SaaS Selection list. If you have a single instance of the SaaS application, skip this step.
4. From the installation type list, select Cloud.
5. From the Credentials list, select your credentials.
6. From the Integration Preferences list, select Update only.   
7. Enter the name of the user of the integration.
8. Click Next.

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. 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. 
2. Assign a sync key to the Email field.
3. Click NEXT.

Note: For all user loads, it is recommended that you map role information to an employee role in Oomnitza. Users need to have an employee role defined in order to access Oomnitza. If the role information is not available from the user load, it is recommended that you select Employee from the Oomnitza Role dropdown list. You have the option to overwrite this at a later point should the role information become available. 

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

Want to map more fields to Oomnitza?
Contact Support, or see Mapping extended connectors.

When you've completed mapping the Smartsheet to Oomnitza fields, click NEXT.

Schedule

By default, user data is streamed to Oomnitza once every day.

You can configure the schedule to meet your needs such as changing the interval or changing the time so that the data is streamed when your system isn't busy.

1. Configure your schedule.
2. Click FINISH.

Result

A new tile is created for the integration on the Integrations page. 

What to do next

If you want to see the information that is collected now, click the tile on the Integrations page and click RUN NOW.

If you want to change the integration settings, you can click a navigation link on the page, such as 4 Mappings, and edit the settings. 

Tip
To view the information that is collected about your mobile assets, click Assets. 

Creating workflows

Creating user workflows with the API block

To reduce your workload and automate complex and repetitive tasks, you can create user workflows with the API block by following the steps in Creating user workflows with the API block. When creating the user workflows with the API block for Smartsheet, the following specific configuration is required:

• To locate the available presets, enter Smartsheet in the Select Preset search field.
• In the Configure section, select the Smartsheet credentials that you created in Update credentials. 

The Smartsheet API block workflow comes with two available presets, the Smartsheet Add User preset, and the Smartsheet Delete User preset. 

Using the Smartsheet Delete User preset

The Smartsheet Delete User preset allows you to delete a user from Smartsheet. It is recommended that you adhere to the following steps when using this preset:

1. Select the API block, and then click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab.
3. Check 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

The Smartsheet Add User preset allows you to add a user to Smartsheet. It is recommended that you adhere to the following steps when using this preset:

1. Select the API block, and then click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab.
3. Replace the following tags with the details you want to create/update
   • firstName (optional)
   • lastName (optional)
   • email (required)
   • admin (required)
   • licensedSheetCreator (required)

For further information see Add User - Smartsheet.

Creating Saas user workflows

You can create the SaaS User workflow by following the steps in Creating Saas user workflows. When creating the SaaS User workflow for Smartsheet, the following specific configuration is required:

• To locate the available presets, enter Smartsheet in the Select Preset search field.

The Smartsheet SaaS User workflow block comes with one available preset, the Smartsheet User Role preset.

Using the Smartsheet User Role preset

The Smartsheet User Role preset enables you to read a user’s role and last login date from Smartsheet. When you select this preset, enter the following details in the Configure section:

• Your Smartsheet credentials that you created in Update credentials. 

For further information on workflows see:
 Understanding workflows
 Workflow block overview

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, learn how to:

• Configure dashboards for your users and software
• Configure custom reports about your users and software
• Create workflows to automate tasks

See  Getting started for more information.