Task Management - Smartsheet Implementation Guide
Projector’s web application includes a rich 2-way integration with Smartsheet.com. The Smartsheet integration leverages Smartsheet Users and Workspaces to synchronize Projector task plans with Smartsheet sheets. Time entry, scheduling, budgeting and more benefit from this integration.
To determine if the Smartsheet integration is enabled for your Projector system go to Administration tab | Setup section | Modules, and ensure that both “Project Management” and “Smartsheet Integration” are checked.
To enable the Project Management module and the Smartsheet integration, have your internal Projector Administrator contact Projector Support and we’ll gladly enable them.
Permissions and Settings
A Smartsheet.com Business-level or higher user license is required for use with Projector.
Access to configure the Smartsheet integration requires the global permission System Settings set to Update.
An underlying Projector user must be chosen to run the Smartsheet integration. We recommend setting up a generic user that will never leave the organization. This prevents cutover issues if a user were to leave your organization. It also creates a clear audit trail about what changes were done via automation and which were done interactively. Whichever user you choose, they should have the following permissions:
Cost center permission Maintain Projects and Engagements
Configure the Smartsheet integration
Once the Smartsheet integration has been successfully enabled, your Projector Administrator will be able to complete the provisioning process.
To configure Smartsheet integration to work with your Smartsheet user, Smartsheet workspace, and Projector user go to Integrations tab | Task Management section | Smartsheet Integration.
Once there:
Click the “Edit Configuration” button to open the “Edit Smartsheet Integration Configuration” dialog.
Check “Allow Projector to access our Smartsheet environment” control the fields below
Enter Smartsheet User API token
To get this token, log into Smartsheet > click Account icon in sidebar > click Apps & Integrations > API access > Generate new access token > Set token name > click OK > copy token and paste into the Projector configuration dialog.
The Projector <> Smartsheet.com integration only works with “.com” Smartsheet licenses at this time. If you have Smartsheet “.eu” or “.gov” licenses, we are unable to connect Projector to your Smartsheet User API Tokens and workspaces at this time.
Enter Smartsheet Workspace ID for the workspace within which you want Projector to create and maintain project task plans. If you are new to Smartsheets, you may need to create a new workspace (a Smartsheet workspace is like a folder to organize files) in order to complete this step.
To get this ID, log into app.smartsheet.com and go to Workspaces > right click on the appropriate workspace > Properties > copy Workspace ID and paste into the Projector configuration dialog
Choose Projector Smartsheet Integration user
Select appropriate user from picklist (the user you choose will need admin privileges). We suggest that you create a dedicated “Smartsheet Integration” user for this purpose, or you leverage an existing integration users with elevated project maintenance privileges.
6. Click Save
Get Starter Templates from Projector
If you’d like to get a head start on creating Smartsheet templates and sheets, there are two options.
Preferred Option: Send the email address associated with your Smartsheet User (above) and ask Projector support to temporarily share the “_Projector Shared Starter Templates for Copying” Smartsheet workspace with you.
Share the Smartsheet workspace you reference above with ppsa-supportuser-smartsheet@projectorpsa.com