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

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.

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

Follow the prompts to grant necessary permissions.

Launch Coefficient from Extensions > Coefficient > Launch.

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

For Microsoft Excel

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

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

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.

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.

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

Click ‘Authorize’ to grant Coefficient access to Smartsheet.

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

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

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

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.’ 

Copy the Sheet ID.

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

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.”

Paste the copied Report ID into the required field 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.

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 Salesforce from the list of available data sources.

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

Define your tab and header row.

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

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.

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

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

Confirm your settings and click “Export”.

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

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

Follow the prompts to confirm your changes.

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

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

Method 2: Zapier

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

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.