Connect Smartsheet to Unblockd
Link a Smartsheet sheet to an Unblockd project and its rows come in as tasks, with their status kept in step.
Updated · About the Smartsheet integration
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What Unblockd reads
Unblockd reads your Smartsheet sheets and the rows in the ones you link to an Unblockd project. You choose which rows to bring in; each becomes a task under a deliverable, with a link back to Smartsheet as its first proof. From then on its status follows Smartsheet.
It’s read-only. Unblockd never creates, edits, or deletes rows in Smartsheet.
A row that’s blocked in Smartsheet opens a blocker your team sees first. Nothing reaches your sponsor until someone on your team chooses to share it.
The access token is encrypted before it’s stored. How Unblockd handles your data.
Before you start
- In Unblockd, a workspace admin connects Smartsheet, once for the whole workspace. Members see it in Settings but can’t connect or disconnect it. Anyone on the team can then link it to a project.
- In Smartsheet: A Smartsheet user who can see the sheets you want to link.
Connect Smartsheet
- Open Connected toolsSign in to Unblockd and open Settings, then Connected tools.
- Press Connect beside SmartsheetFind Smartsheet under Most used, or press Show all 33 tools, or type its name in the search box. Then press Connect on its row.
- Approve access in SmartsheetSmartsheet shows the access Unblockd requests and asks you to allow it. Unblockd requests READ_SHEETS (read the sheets you can see).
- Back in UnblockdYou come back to Connected tools, which says “Smartsheet is connected. Next, link it to a project from the project’s Sources tab.” Its row shows the account and Connected.
Link it to a project
- Open the project’s Sources tabOpen the project from Projects, then its Sources tab.
- Press Link a sourceIt’s under the list of linked sources. If more than one tool is connected, choose Smartsheet under Tool.
- Pick the Smartsheet sheetUnder Smartsheet sheet, pick the one this Unblockd project runs on. Only sheets the connection can see are listed, and ones already linked here are left out.
- Choose where items landUnder New items land in, choose a deliverable, or leave Choose each time. It’s the first choice when you bring items in, and where new items go if automatic import is on.
- Press LinkThe Smartsheet sheet appears in the Sources list, ready to bring items in.
Starting a new project? On New project, open “Bring work in from a tool”, choose Smartsheet and the sheet, and leave “Bring in open items as tasks” on to start with its open rows. It’s linked as the project is created.
Bring in items
- Press Bring in itemsOn the project’s Sources tab, press Bring in items on the Smartsheet sheet’s row. Unblockd lists the open rows that aren’t in this project yet.
- Choose the deliverableUnder Add them under, choose the deliverable they belong to. Each item comes in as a task under it.
- Choose the rowsTick the rows you want, search by key or title, or press Choose all. Then press Bring in. Up to 50 come in at a time; run it again for more.
New rows can also come in on their own. An admin turns on Bring in new items from linked sources in Settings, then Automations, and each source can opt out or pick its deliverable from its ⋯ menu, under New items. Up to 25 come in per sync, checked every hour and on every sync.
How sync works
The first column titled Status decides. A sheet without one is read from a checkbox column named Done, Complete, or Completed: ticked is Done, anything else is To do. Each row becomes the first status that matches:
- Status column: Blocked, On hold, or Stuck
- Becomes: Blocked
- Status column: Done, Complete, Completed, or Closed
- Becomes: Done
- Status column: In progress, Started, Doing, Working on it, or In review
- Becomes: In progress
- Any other status, or none
- Becomes: To do
| In Smartsheet | Becomes |
|---|---|
| Status column: Blocked, On hold, or Stuck | Blocked |
| Status column: Done, Complete, Completed, or Closed | Done |
| Status column: In progress, Started, Doing, Working on it, or In review | In progress |
| Any other status, or none | To do |
Unblockd checks Smartsheet again when someone opens the project’s Sources tab and the last check is more than 10 minutes old, when you choose Sync now from the source’s ⋯ menu, and once a day. The row shows when it last synced. A large source catches up over a few checks.
- Done in Smartsheet finishes the task in Unblockd, because the link back to Smartsheet already counts as proof. A task that needs a sign-off stays where it is until the sign-off is recorded.
- Blocked in Smartsheet marks the task Blocked and opens a blocker for your team only, and posts to your team’s chat channels if you’ve connected any. Someone on your team confirms it and can turn it into an ask for your sponsor. If the row moves on in Smartsheet, the task follows; the blocker stays open until your team resolves it.
- A title changed in Smartsheet changes in Unblockd too. A tool never puts a task In review: that needs a reviewer chosen in Unblockd.
- Tasks from a tool stay with your team. Your sponsor sees each deliverable’s progress, not the tasks under it.
Disconnect and revoke access
- Press DisconnectIn Settings, then Connected tools, press Disconnect on Smartsheet’s row.
- ConfirmIf it’s linked to projects, Unblockd first says how many sheets it will unlink. Press Disconnect Smartsheet to confirm, or Keep.
- Deleted: the connection, its stored access, and every Smartsheet sheet linked through it, across all your Unblockd projects.
- Kept: tasks already brought in stay as ordinary tasks with their history and proof links. They stop following Smartsheet. Connect again and relink the same Smartsheet sheet, and they follow it again.
- Unblockd also asks Smartsheet to revoke its access, unless another Unblockd workspace is connected to the same Smartsheet account. If Smartsheet doesn’t answer, the disconnect still stands; you can remove Unblockd on the Smartsheet side too.
To stop one project following Smartsheet without disconnecting it for everyone, open the linked Smartsheet sheet’s ⋯ menu on the Sources tab and choose Unlink. Its tasks stay, but stop following Smartsheet.
Troubleshooting
- Needs reconnecting
- What to do: Smartsheet turned down Unblockd’s access, for example because it was revoked or the person who connected it left. The row says “Reconnect to keep it in sync.” An admin presses Reconnect and approves access again; linked sheets and their tasks carry on.
- Retrying
- What to do: The row says “Couldn’t reach it on the last try. It will try again.” Smartsheet didn’t answer the last time Unblockd tried. Nothing is lost; the next sync picks up where it stopped.
- Rate limits
- What to do: Unblockd reads one item about every 0.65 seconds, up to 200 per check, to stay inside Smartsheet’s limits. If Smartsheet still says to slow down, Unblockd stops that check and picks up on the next one. Sync now waits 60 seconds between runs on the same source.
- A sheet is missing
- What to do: Only sheets the connected account can see are listed. Check its access in Smartsheet, or reconnect with an account that can see it.
- Only an admin can connect
- What to do: “Only a workspace admin can connect or disconnect tools.” Ask an admin, or have one change your role in Settings, then Members.
- The connection link expired
- What to do: “That connection link expired or was started by someone else. Try again from here.” Start again from Connected tools and finish within 10 minutes.
- A different account
- What to do: “This workspace is linked to a different account for that tool. Disconnect it first.” Each workspace connects one Smartsheet account. Disconnect the old one first.
- Coming soon
- What to do: A tool that shows Coming soon instead of Connect can’t be connected yet.
| What you see | What to do |
|---|---|
| Needs reconnecting | Smartsheet turned down Unblockd’s access, for example because it was revoked or the person who connected it left. The row says “Reconnect to keep it in sync.” An admin presses Reconnect and approves access again; linked sheets and their tasks carry on. |
| Retrying | The row says “Couldn’t reach it on the last try. It will try again.” Smartsheet didn’t answer the last time Unblockd tried. Nothing is lost; the next sync picks up where it stopped. |
| Rate limits | Unblockd reads one item about every 0.65 seconds, up to 200 per check, to stay inside Smartsheet’s limits. If Smartsheet still says to slow down, Unblockd stops that check and picks up on the next one. Sync now waits 60 seconds between runs on the same source. |
| A sheet is missing | Only sheets the connected account can see are listed. Check its access in Smartsheet, or reconnect with an account that can see it. |
| Only an admin can connect | “Only a workspace admin can connect or disconnect tools.” Ask an admin, or have one change your role in Settings, then Members. |
| The connection link expired | “That connection link expired or was started by someone else. Try again from here.” Start again from Connected tools and finish within 10 minutes. |
| A different account | “This workspace is linked to a different account for that tool. Disconnect it first.” Each workspace connects one Smartsheet account. Disconnect the old one first. |
| Coming soon | A tool that shows Coming soon instead of Connect can’t be connected yet. |
Still stuck? Press Report a problem on Smartsheet’s row in Connected tools, or choose Report a problem with Smartsheet from a linked sheet’s ⋯ menu. One tap sends the tool and what the row shows about the connection (never a key or token) to the Unblockd team, and someone replies by email. You can send 5 reports every hour, or write to hello@unblockd.ai any time.
Connect Smartsheet now
Open Connected tools in Unblockd and press Connect beside Smartsheet. You’ll need to be a workspace admin.