Smartsheet automation with Zapier

Using Zapier with Smartsheet lets you replace manual updates, copy‑paste work, and email chasing with automated workflows that run in the background. This guide walks you through how to connect Smartsheet to Zapier and build practical automations that keep your sheets, teams, and tools perfectly in sync.

The steps below are based on the workflows outlined in the original Smartsheet automation guide on Zapier’s blog, organized so you can follow them as a clear how‑to tutorial.

What you can automate in Smartsheet with Zapier

Before building anything, it helps to know what is possible when you connect Smartsheet and Zapier.

With the right workflows, you can:

Capture data from forms, CRM, or email and send it straight into Smartsheet.
Update rows automatically when information changes in other apps.
Send notifications to Slack, Teams, or email when key fields are updated.
Create tasks in project tools for new or changed rows.
Generate reports or summaries on a schedule.

All of this happens through Zaps, which are automated workflows in Zapier that connect your apps and move data between them when something important happens.

How Zapier connects Smartsheet to your other apps

Every automation in Zapier follows a simple pattern: a trigger and one or more actions. Understanding this pattern makes it easier to design the automations you need in Smartsheet.

Core building blocks in Zapier

Each workflow is made from three main parts:

Trigger: The event that starts your workflow. Example: A new row is added in Smartsheet, or a new lead arrives in your CRM.
Action: What happens after the trigger. Example: Create a row in Smartsheet, send a message in Slack, or update a task.
Data mapping: Telling Zapier which field from the trigger goes into which field of the action, such as mapping a contact email to an email column in Smartsheet.

Once set up, each Zap runs automatically whenever the trigger event occurs, so your Smartsheet stays current without manual edits.

Common Smartsheet triggers in Zapier

When using Smartsheet as the starting point in Zapier, you can typically trigger a workflow when:

A new row is added to a specific sheet.
A row is updated.
A row is added or updated and meets certain conditions.

These triggers let you react to activity inside your sheets and connect that activity to other tools.

Common Smartsheet actions in Zapier

When Smartsheet is the destination in a Zapier workflow, you can usually perform actions like:

Create a new row in a sheet.
Update an existing row by row ID or key field.
Attach a link or file to a row (depending on the integration options).

Zapier then fills those rows using data pulled from other apps, so Smartsheet becomes your real‑time source of truth.

Step‑by‑step: Connect Smartsheet and Zapier

To start automating, you first need to connect your Smartsheet account to Zapier. This is a one‑time setup that allows Zaps to read and write data in your sheets.

1. Sign in to your Zapier account

Go to the Zapier website in your browser.
Sign in or create a free account if you do not have one.
Once logged in, open your Zapier dashboard.

2. Connect the Smartsheet app

In Zapier, search for “Smartsheet” in the app search bar.
Select the Smartsheet app from the results.
Click the option to connect a new Smartsheet account.

Zapier will open a secure Smartsheet authorization window.

3. Authorize Zapier to access Smartsheet

Sign in to Smartsheet if you are not already logged in.
Review the permissions requested by Zapier. These usually include access to view and modify sheets and rows.
Click Allow or Authorize to complete the connection.

Once authorized, your Smartsheet account appears as a connected app in Zapier, and you can use it in any Zap.

Build your first Smartsheet Zap in Zapier

With the connection done, you are ready to build a simple but useful automation. The example below shows how to send new form entries or leads into a Smartsheet sheet automatically.

1. Choose your trigger app

From your Zapier dashboard, click Create Zap.
Search for the app where your data originates (for example, a form app, email tool, or CRM).
Select the trigger event, such as “New Form Entry” or “New Contact.”
Connect and test that account so Zapier can pull in sample data.

This trigger defines what will start your Smartsheet automation.

2. Add Smartsheet as the action app

In the Zap editor, click + Add action.
Search for Smartsheet and select it.
Choose the action event, such as Create Row or Update Row.
Select the Smartsheet account you connected earlier in Zapier.

Zapier now knows where to send the data from your trigger app.

3. Select the Smartsheet sheet and columns

In the action setup, pick the sheet where new rows should go.
Zapier will load the columns from that sheet.
For each column, click the field and choose the matching data from your trigger app (for example, map “Email” to the email column, “Name” to the name column).

This data mapping step ensures the right information lands in the right place in Smartsheet.

4. Test and turn on the Zap

Click Test in Zapier to send sample data into your Smartsheet sheet.
Open the sheet to confirm the row appears correctly.
If everything looks good, click Publish or Turn on Zap.

From now on, every time your trigger event occurs, Zapier will create or update rows in Smartsheet automatically.

Popular Smartsheet workflows you can build in Zapier

The original Smartsheet automation article highlights several use cases where automation has a big impact. You can recreate similar workflows inside Zapier.

Automatically capture requests and approvals

Use Smartsheet as a central intake sheet and connect it to your request channels with Zapier:

Send new support tickets into Smartsheet for tracking.
Log marketing or IT requests submitted from forms.
Record purchase or travel approval submissions.

Once the data is in Smartsheet, you can use sheet logic or additional Zaps to notify approvers or move approved items into downstream systems.

Sync tasks between Smartsheet and project tools

If you manage high‑level plans in Smartsheet but track execution in another tool, Zapier can keep them aligned:

Create a task in your project tool when a new row is added in Smartsheet.
Update Smartsheet status or dates when tasks are completed in another app.
Send priority or deadline changes between tools so nothing falls behind.

This keeps your teams working where they are most comfortable while leadership can still view overall progress inside Smartsheet.

Send alerts and reminders from Smartsheet changes

You do not have to rely only on built‑in alerts. With Zapier, you can route Smartsheet updates into the channels your team actually checks:

Post to Slack or Microsoft Teams when key columns change, like status or owner.
Email stakeholders when due dates move or high‑priority items are added.
Trigger reminders ahead of deadlines by combining scheduled triggers with Smartsheet lookups.

These custom alerts help teams act faster without having to constantly open Smartsheet.

Best practices for Smartsheet automation in Zapier

To keep your automations reliable and easy to maintain, follow these guidelines when you build Zaps around Smartsheet.

Design clean sheets for automation

Use clear, consistent column names so they are easy to find in Zapier.
Avoid frequently renaming or deleting columns that are used in active Zaps.
Include columns for unique IDs if you plan to update existing rows.

Keep Zapier workflows organized

Name each Zap with the sheet name and purpose, such as “Requests sheet – create row from form.”
Group related Zaps into folders by team or process.
Document in your sheet description which Zaps interact with it.

Test and monitor your Smartsheet Zaps

Use sample data that looks like real submissions when testing.
Check the Zap history in Zapier to troubleshoot any failed runs.
Review your automations regularly as processes change so they stay aligned.

Where to learn more about Smartsheet and Zapier

For additional ideas and screenshots that inspired this tutorial, you can visit the original automation guide on the Smartsheet Zapier blog article. It shows how other teams are using automations to reduce manual work inside sheets.

If you need strategic help designing larger automation systems or connecting many business tools, you can also explore expert consulting services at Consultevo for guidance on planning, building, and scaling workflows.

Once you connect Smartsheet and Zapier and set up your first few Zaps, you will have a flexible automation layer that keeps projects moving, data accurate, and teams informed—without constant manual effort.

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