How To Enable And Use The Smartsheet Integration

Summary

Smartsheet allows businesses to scale a project effectively from start to finish, and can be used for better real-time collaboration, reporting, and work management. With the Smartsheet x Bynder integration, users can automatically upload project assets to the DAM after approval via the file's row to help maintain version control and minimize duplicates. The assets are then tagged with relevant metadata.  

Who?

This feature/solution requires your Customer Success Contact to enable, but then individual permissions can be done by the Bynder Admin.

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Once this integration is enabled users with the Portal Settings permission can manage this integration. For more details on configuration, please refer to Integrations Configuration: Recommended Permissions and Best Practices.

Why?

Leveraging content from Bynder allows teams to work effectively, ensuring that shared content is always current. Additionally, managing finalized asset versions uploaded through Smartsheet to Bynder helps ensure that the latest versions of assets live in the DAM. After configuration, users can update the Smartsheet row based on the column trigger that is set up to start syncing the row's assets into the Bynder DAM. Any time the row changes to the selected column trigger, it will instantly process and validate the row and its assets. If there is a new attachment or a new version, it will begin uploading to the Bynder DAM. If there is a new version, this will also update the metadata mapping added to the configuration.

Note: This integration works with business or enterprise Smartsheet accounts only. 

How?

Configuring The Smartsheet Integration

  1. Navigate to Settings > Advanced settings > Portal settings.
  2. Click the Premium tab, where you will see the Smartsheet option.687dda1d-414e-4eff-8c5e-be40062a0841.png
  3. Click Configure.
  4. Enter a Name for this configuration, then click Save.
  5. Select your Bynder authentication method. Add your Bynder credentials (portal domain, Bynder login information).6895d71f-8fad-493f-b696-76ccc4a5cc11.png
  6. Select your Smartsheet Authentication> Add a New Account> Enter API Keys.
  7. Click Next.
  8. From the dropdown, select the Smartsheet Sheet you would like to sync.a1d3fa9b-8dbc-4eb8-84c9-6165b9924f3d.png
    • (Optional) Set up a notification message in a sheet while row assets are syncing. Select the Smartsheet Column as Notification type from the dropdown options. You can set a column as a notification message when attachment sync is triggered. 
    • Note: Only text or numbers are permitted as column types.99c11d27-fa69-4cc8-b4fb-c2118bee4613.png
  9. Click Next.
  10. Under Trigger Setting, configure the conditions that trigger assets to move from Smartsheet to Bynder. Select a Column from the dropdown. trigger.png
    • Only text or numbers, dates, checkboxes, or dropdowns are permitted as column types.
  11. Select Next.
  12. Under Metaproperty Mapping, select smartsheet metadata  or Custom value for a Bynder Metaproperty for each row.ab9fc28e-d537-46e9-840f-e75f3876fc4f.png
  13. Click Finish.
 

Editing The Smartsheet Integration

  1. Navigate to Settings > Advanced settings > Portal settings.
  2. Click Active Integrations in the left sidebar
  3. Click Edit in the connection section you would like to update.
    • If you are deleting or disabling the integration click the three-dots button and select either disable or delete. 
  4. Make the changes, then click Save.

FAQs

What happens to the asset if I delete it from my Bynder portal (or vice versa)?

If you delete an asset in Bynder, it will remain in Smartsheet. Visa versa; if you delete an asset in your Smartsheet, it will remain in Bynder.

What happens if you upload a new version in Smartsheet?

If you add a new version in Smartsheet and re-trigger the sync, the new version will be added to Bynder. If you have multiple versions, they will all be added. The version update will also refresh the metaproperty mapping based on your configuration.

What will happen to this integration if I delete the column set up as a trigger in Smartsheet?

Deleting the column set up as a trigger in Smartsheet will prevent the integration from working. To fix this, re-add the trigger in Smartsheet and then edit the integration to reconfigure the trigger.

How can I re-trigger a row for resynchronization after adding a new asset or asset version if the row is already synced?

To initiate the asset resynchronization process in the row, start by updating the row column trigger where the value does not match the value in the trigger column configuration. Wait a few seconds before updating it to the correct trigger column value you set up in the configuration.

Are assets from URL, Google Drive, OneDrive, Box, Dropbox, Evernote, or Egnyte supported?

No, we only support assets directly uploaded from the Smartsheet row.

Related Articles

Smartsheet Website

Integrations Configuration: Recommended Permissions and Best Practices

Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

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