How to Connect Smartsheet to Salesforce? Step-by-Step-Guide

Published: May 24, 2024 - 6 min read

Hannah Recker

In today’s fast-paced business environment, leveraging tools that streamline workflows is crucial. One such integration that can dramatically improve your operations is connecting Smartsheet to Salesforce. This blog will guide you through the advantages of this integration and step-by-step instructions on how to connect these platforms using Coefficient, Zapier, and the native Smartsheet Salesforce Connector.

Advantages of Connecting Smartsheet to Salesforce

  • Enhance project visibility: Combine Smartsheet project data with Salesforce customer data to gain a more complete view of your projects and their impact on customers.
  • Streamline project management: Automatically update Salesforce records with project status and deliverables from Smartsheet, reducing manual data entry.
  • Improve team collaboration: Enable sales, marketing, and project teams to work together more effectively by sharing data between Smartsheet and Salesforce.

Connecting Smartsheet and Salesforce: 3 Methods

Connecting Smartsheet and Salesforce is crucial for streamlining workflows, enhancing data visibility, and improving team collaboration. With a range of no-code solutions available, businesses can easily integrate these platforms to suit their specific needs and optimize their processes.

Solution

Best For

Coefficient

Syncing Smartsheet project data with Salesforce records for seamless information sharing and proactive client communication.

Zapier

Automating specific workflows between Smartsheet and Salesforce, such as creating tasks or syncing comments, for improved efficiency and communication.

Automate.io

Handling complex integration needs with multi-step workflows, conditional logic, and custom

How to Connect Smartsheet to Salesforce

Method 1: Coefficient – No-Code, User-Friendly

Coefficient connects your spreadsheet to all your business data without a single line of code. It provides a user-friendly interface and automatic data updates, making it a reliable option for both technical and non-technical users.

Pros:

  • Simple, no-code setup
  • Automatic data updates
  • Affordable pricing plans

Cons:

  • Scheduled automations are part of premium plans

Step 1. Install Coefficient

For Google Sheets

Open a new or existing Google Sheet, navigate to the Extensions tab, and select Add-ons > Get add-ons.

Select Get Add-ons option in Google Sheets Menu Bar

In the Google Workspace Marketplace, search for “Coefficient.”

Search and Choose Coefficient from Google Workspace

Follow the prompts to grant necessary permissions.

Allow Coefficient to be Installed in your Google Sheets

Launch Coefficient from Extensions > Coefficient > Launch.

Launch Coefficient Data Connector in Google Sheets

Coefficient will open on the right-hand side of your spreadsheet.

Coefficient Sidebar in Google Sheets

For Microsoft Excel

Open Excel from your desktop or in Office Online. Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’

Find Coefficient Add-in from Microsoft Office Store

Type “Coefficient” in the search bar and click ‘Add.’

Add Coefficient Add-in to Excel from Microsoft Office Store

Follow the prompts in the pop-up to complete the installation.

Once finished, you will see a “Coefficient” tab in the top navigation bar. Click ‘Open Sidebar’ to launch Coefficient.

Coefficient Sidebar in Microsoft Excel

Importing Data from Smartsheet into Google Sheets with Coefficient

With Coefficient installed, you’re now ready to import your Smartsheet data into your spreadsheet.

Click ‘Import from…’ from the Coefficient menu.

Click on Import from in Coefficient

Navigate down the menu to find Smartsheet. Click ‘Connect.’

Choose Smartsheet as your data source in Coefficient sidebar

Click ‘Authorize’ to grant Coefficient access to Smartsheet.

Authorize Smartsheet connection through Coefficient

Select ‘Allow’ and log in to your Smartsheet account when prompted.

Image3

Select ‘Start from Scratch’ after connecting Coefficient to Smartsheet.

Image12

Review the list of available objects you can import into Coefficient in the Preview menu.

Select data to be connected from Smartsheet to Google Sheets using Coefficient

To Import Data from a Sheet:

Select ‘Import a Sheet.’

Note: You’ll need the Sheet ID of the sheet you wish to import to continue.

Navigate to the desired sheet in Smartsheet. Go to ‘File’ > ‘Properties.’ 

From the Smartsheet to be imported, choose File and select Properties

Copy the Sheet ID.

Copy SheetID of the Smartsheet

Paste the copied Sheet ID into the required field in Coefficient.

Paste the SheetID in Coefficient Setup

Click ‘Import’ to fetch the Smartsheet data into your spreadsheet.

To Import Data from a Report:

Select the ‘Import a Report’ endpoint from Coefficient’s Import Preview Menu.

Note: You’ll need the Report ID of the report you wish to import to continue.

Access it by navigating to the desired report in Smartsheet. Then, click ‘File’ > ‘Properties’ and copy the “Report ID.”

From the Report to be imported from Smartsheet, choose File and select Properties and copy Report Id

Paste the copied Report ID into the required field in Coefficient

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Paste Report ID in Coefficient

Customize your import by toggling fields in the left-hand menu. When finished, click ‘Import’ to fetch the Smartsheet report data into your spreadsheet.

Select data to be connected from Smartsheet to Google Sheets using Coefficient

Review the imported report data in your Google Sheets spreadsheet.

Step 3. Export Data from Your Spreadsheet to Salesforce

Before starting, make sure you’ve connected to Salesforce.

Then, navigate to Coefficient’s menu. Click “Export to…”

Choose Export option in Coefficient sidebar

Choose Salesforce from the list of available data sources.

Choose Salesforce as the data source in Coefficient sidebar

Select the tab and header rows in your spreadsheet that contain the data you want to export.

Define your tab and header row.

Select tab and headers rows of the data exported to Salesforce from Google Sheets using Coefficient

Next, select the Salesforce Object you want to export data to, e.g., “Opportunity”, “Contacts”, etc.

Select the action to be done in Salesforce - update,insert,upsert,delete

Then, select the type of action you want to perform—Update, Insert, Upsert, or Delete.

Map the fields from your spreadsheet to the corresponding Salesforce fields.

Map the fields between Google Sheets and Salesforce

(Optional) Specify additional settings such as batch size, whether to export empty cells on an update, and the column for results.

Select the necessary formatting options if required from advanced settings

Note: Batch size is capped at 10,000 rows due to Salesforce API limitations.

Confirm your settings and click “Export”.

Confirm the settings to push data into Salesforce from Google Sheets in Coefficient Add-on

Then, highlight the rows you want to update or export. You can choose to export all rows or specific rows.

Highlight the google sheet rows to be updated

After you’re finished, review your settings and click “Export.”

Follow the prompts to confirm your changes.

Click on "Update Rows in Salesforce" to push the data from Google Sheets to Salesforce

In a few seconds, data from your spreadsheet will push to Salesforce.

Data exported to Salesforce successfully using Coefficient add-on

Your spreadsheet will display updated records, along with their export status and the date/time stamp of the update.

Method 2: Zapier

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Zapier is another no-code tool that allows users to create automated workflows between apps.

Pros:

  • No-code setup
  • Flexible automation
  • Supports various workflows

Cons:

  • Expensive with extensive use
  • Requires configuration for complex tasks

Step-by-Step Guide:

  1. Create a Zap: Log in to Zapier and click “Make a Zap!”.
  2. Choose Apps: Select Smartsheet as the trigger app and Salesforce as the action app.
  3. Configure Trigger: Set up the Smartsheet trigger (e.g., new row added).
  4. Define Action: Set up the Salesforce action (e.g., create a new record).
  5. Test & Activate: Test the Zap to ensure it works correctly and activate it.

Method 3: Smartsheet Salesforce Connector

Smartsheet Salesforce Connector

For those who require direct integration and are on premium Smartsheet plans, the Smartsheet Salesforce Connector is a viable option.

Pros:

  • Direct integration
  • Bi-directional sync
  • Automates workflows

Cons:

  • Requires premium plan
  • Initial setup can be complex

Step-by-Step Guide:

  1. Access Connector: In Smartsheet, navigate to the “Connectors” section.
  2. Setup Connection: Select Salesforce and follow the prompts to authorize the connection with your Salesforce account.
  3. Configure Sync: Define the fields and objects to sync between Smartsheet and Salesforce.
  4. Test & Sync: Test the connection and begin syncing data.

Conclusion

Connecting Smartsheet to Salesforce can revolutionize your data management and reporting processes by automating workflows and ensuring data accuracy. Whether you choose Coefficient, Zapier, or the Smartsheet Salesforce Connector, each method offers unique benefits tailored to different needs.

Ready to streamline your data integration processes? Get started with Coefficient today here.

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Hannah Recker Growth Marketer
Hannah Recker was a data-driven growth marketer before partying in the data became a thing. In her 12 years experience, she's become fascinated with the way data enablement amongst teams can truly make or break a business. This fascination drove her to taking a deep dive into the data industry over the past 4 years in her work at StreamSets and Coefficient.
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