How to Automatically Update Smartsheet from Google Sheets

By in Internet. Updated on .

In this tutorial, we will demonstrate how to automatically add a row to a Smartsheet spreadsheet every time a new row is added to a Google spreadsheet. This can be particularly useful when you need to share a spreadsheet with multiple users who are utilizing different services, such as Google Sheets and Smartsheet.

The main objective of this tutorial is to ensure seamless collaboration between users of different spreadsheet platforms. By automatically updating the Smartsheet spreadsheet whenever a new row is added to the Google spreadsheet, users can easily access and work on the same data set, regardless of their preferred platform. This not only simplifies the sharing process but also ensures that everyone stays on the same page and can collaborate effectively.

How Does This Work?

When new roles of data are added to a Google Sheet:

data add Google Sheets

It will automatically be updated and added to Smartsheet.

data reflected Smartsheet

This integration allows users to focus on keeping their data up-to-date in Google Sheets, without having to worry about double data entry in Smartsheet. As a result, the data in Smartsheet will always be current and accurate, without any additional effort required from the user.

What You’ll Need:

To begin integrating between Google Sheets and Smartsheets, we will be using Zapier. If you do not already have an account with these platforms, you can sign up (for free) by clicking the corresponding buttons below.

Get free Smartsheet account. Get free Zapier account.

Once you have successfully signed up or if you already have an account, log in to your Zapier, Google Sheets, and Smartsheets accounts.

What We’re Going to Do

For this tutorial, we will be using a Google Sheets spreadsheet that consists of several columns: First Name, Last Name, Job Title, Age, and Nationality.

Google Sheets Cols

The goal is to ensure that when a new row of data is added to this spreadsheet, it will automatically be reflected in Smartsheet without the need for manual data entry.

Let’s do it!

1. Create Spreadsheets in Smartsheet and Google Sheets

Start by creating a new sheet in both Google Sheets and Smartsheet. Ensure they have identical columns, labeled as “First Name“, “Last Name“, “Title“, “Age“, and “Nationality“.

Get free Smartsheet account.

Give each spreadsheet a name. For example, name the Google Sheets spreadsheet “Interviewee Information (GS)” and the Smartsheet spreadsheet “Interviewee Information (SS)“.

Google Sheets with Cols Smartsheet with Cols

Enter an example row of data in Google Sheets.

Google Sheets row 1

2. Create Integrations with Zapier

First, we’ll link Zapier to Google Sheets.

Linking Zapier with Google Sheets.
  1. Log in to your Zapier account.
  2. Click this link to add the "Google Sheets-Smartsheet integration template" to your Zapier.
  3. Click on the first row of “1. New Spreadsheet Row in Google Sheets” and then click “Sign in.“

    4. Zapier sign in Google Shhets

  4. Click “Continue.“

    5. Google Sheets continue

  5. Now, you need to tell Zapier which spreadsheet to use. Click the dropdown box under “Spreadsheet” and select “Interviewee Information (GS).“

    6. sleect Google Sheets spreadsheet

  6. Next, tell Zapier which sheet within “Interviewee Information (GS)” to use. In the dropdown box for “Worksheet,” choose “Sheet1” and click “Continue.“

    7. Google Sheets worksheet

  7. Click “Test” and then “Trigger test” to check if the connection between Zapier and the spreadsheet is working.

    8. Google Sheets test trigger

  8. If successful, you will see the sample data you entered earlier. Click “Continue“.

    9. Google Sheets test success

Next, we will link Zapier to Smartsheet.

Linking Zapier with Smartsheet.
  1. First, click “Sign in” under “2. Add Row to Sheet in Smartsheet” to connect Zapier to your Smartsheet account. Then click “Continue“.

  2. Choose the “Interviewee Information (SS)” sheet from the “Action” dropdown menu.

    3. Choose sheet in Smartsheet

  3. Decide whether you want new data to be added to the top or bottom of the row. Select “To Top” or “To Bottom” from the dropdown menu.

    4. Smartsheet new data appearance

  4. Click “Refresh fields” to match the columns between the two spreadsheets. Make sure the information for “First Name“, “Last Name“, “Title“, “Age“, and “Nationality” is entered correctly. Then, click “Continue“.

    5. Smartsheet matching data

  5. Click “Test action” to check if everything is synced properly. If you see a “SUCCESS” message, it means the columns are synced correctly.

    6. Smartsheet test success

  6. Finally, click “Publish” to finish the process.

    7. publish Smartsheet

3. Testing the Automation

Now that both spreadsheets in Google Sheets and Smartsheets are integrated, you can easily transfer and manage your data.

To transfer existing data from your Google Sheet to Smartsheet, simply click on the “Transfer existing data” button. This will ensure that any data already present in your Google Sheet is copied over to Smartsheet.

transfer existing data

Or, you can start populating or entering data in Google Sheets….

Google Sheets add data

…and it will be automatically reflected in Smartsheet.

Smartsheet data reflected

Data won’t show up in Smartsheet right away

Please note that the data will not be instantly reflected on Smartsheet when using Zapier.

Under the “Free” and “Starter” plans, the update time is 15 minutes, which means that Zapier checks for new data and updates your Zap every 15 minutes.

Zapier plans

If you require a faster update time, you may want to consider upgrading to the “Professional” or “Team” plans, where the update time is reduced to 2 minutes and 1 minute, respectively. This will help ensure that your Smartsheet data is updated more frequently and accurately.

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