Overview - Smartsheet connector for enterprise search

Updated 24 days ago

Introduction

The Smartsheet connector allows Simpplr Enterprise Search to index your Smartsheet content, making it easily discoverable and searchable directly within Simpplr, alongside all other configured sources. Smartsheet is a work execution platform for project planning, workflow automation, and cross-team collaboration.

With this connector, you can:

Search sheets, reports, dashboards, and workspaces directly within Simpplr — find project plans, task lists, trackers, and status reports without navigating Smartsheet folder trees.
Search optimized to surface your workspace assets quickly. You can instantly locate workspace, sheets and reports by searching for their names. For dashboards, the search indexes both the title and the full text within all widgets,
Search Smartsheet with permissions enforced — results are filtered to content the signed-in user already has access to in Smartsheet.
Search results and AI-generated summaries from Smartsheet appear alongside all other connected sources in Simpplr.

Capabilities at a glance

Capability	Description
What it indexes	Workspaces, Sheets, Reports, Dashboards
Authentication	Personal Access Token (PAT)
Access level	Read-only — the connector never modifies content in Smartsheet
Enforced permissions	Identity-aware, enforced at query time. Syncs users, groups, and item and workspace sharing lists.
Credential scope	System Admin service account; read-only API usage (content, sharing lists, users, groups)
Audiences	Connector can be enabled or disabled for specific audiences within Simpplr.
Supported editions	Smartsheet cloud — US, EU, AU, and Gov regions
Sync schedule	Incremental sync: every hour · Full sync: every week · Permission sync: daily
Filters	Content type, document age, Workspace

Content types

Type	Supported	Details
Sheets	Yes	Grid content (column headers and cell values) are indexed
Reports	Yes	Cross-sheet report rows are indexed
Dashboards	Yes	Widget text, metric labels and values, and chart labels are indexed
Workspaces	Yes	Workspace name is indexed
Folders	No	Used only to discover content inside them; not indexed as results
Attachments	No	File attachments on sheets and rows are not indexed

For fields synced per content type and how each appears in search results, see Content, Sync & Limitations - Smartsheet.

Filters

Here is the rephrased documentation section, formatted for clarity and incorporating the new workspace filter logic:

Search Filters

Filter	Description	Applies to	Enabled by Default
Content type	Filters search results by specific asset types. Each asset type can be toggled on or off independently to narrow your results.	Sheets, Reports, Dashboards, Workspaces	Yes (All four types enabled)
Document age	Filters search results based on the last modified date to surface recent information.	Sheets, Reports, Dashboards	Yes (Assets modified within the last 2 years)
Workspace	Includes or excludes specific workspaces from your search. Selecting a workspace automatically includes or excludes all its nested contents, including its sheets, reports, and dashboards.	Workspaces	Yes (All workspaces included)

Known limitations

File attachments on sheets and rows: content not indexed — the sheet's own grid content remains searchable.
Sheets and reports are indexed as one item each — search matches the whole sheet or report, not individual rows.
Very large sheets and reports: indexed up to 10 MB of grid text — items remain findable by title, and opening the result always shows the complete item in Smartsheet.
Dashboards: only text is indexed — chart images are not indexed, and text within images is not extracted or searchable.
Deleted items remain in search results until the next weekly full sync
Permission and sharing changes are reflected within 24 hours (daily permission sync).
Content published via public publish links does not grant search visibility — only content shared with users and groups is searchable, by those users.

For full detail on each limitation, see Content, Sync & Limitations - Smartsheet.