Content, Sync & Limitations - Smartsheet

Content types

Sheets

Sheets are the core grid documents in Smartsheet — project plans, task lists, trackers, and other tabular content organized in rows and columns. The connector indexes each sheet as a single searchable item, with its column headers and cell values flattened into searchable text.

Fields synced

• Title — Sheet name. Indexed for full-text search; displayed as the result title.

• Body / Content — The sheet's grid data: column headers and cell values, flattened into text. Indexed for full-text search.

• URL — Direct link to the sheet in Smartsheet. Used to generate the result link; not searchable.

• Workspace — Name of the workspace that contains the sheet. Indexed for search; displayed in result metadata.

• Owner — The sheet owner's email address. Displayed in result metadata; usable as an author filter.

• Created / Last modified — Timestamps of creation and last update. Used for incremental sync and the document age filter; displayed in result metadata.

Applicable filters

Reports

Reports aggregate rows from one or more underlying sheets into a single cross-sheet view — commonly used for status reviews and operational reporting. The connector indexes each report as a single searchable item containing the report's aggregated rows as text.

Fields synced

• Title — Report name. Indexed for full-text search; displayed as the result title.

• Body / Content — The report's aggregated rows: column headers and cell values, flattened into text. Indexed for full-text search.

• URL — Direct link to the report in Smartsheet. Used to generate the result link; not searchable.

• Workspace — Name of the workspace that contains the report. Indexed for search; displayed in result metadata.

• Created / Last modified — Timestamps of creation and last update. Used for incremental sync and the document age filter; displayed in result metadata.

Owner information is not available for reports in Smartsheet, so no author is shown for report results.

Applicable filters

Dashboards

Dashboards (also called Sights) present metrics, KPIs, and summaries from underlying sheets and reports through widgets. The connector indexes the text content of each dashboard: titles and rich-text widget content, metric labels and values, and chart category labels.

Fields synced

• Title — Dashboard name. Indexed for full-text search; displayed as the result title.

• Body / Content — Text extracted from dashboard widgets: rich-text content, metric labels and values, and chart category labels. Indexed for full-text search.

• URL — Direct link to the dashboard in Smartsheet. Used to generate the result link; not searchable.

• Workspace — Name of the workspace that contains the dashboard. Indexed for search; displayed in result metadata.

• Created / Last modified — Timestamps of creation and last update. Used for incremental sync and the document age filter; displayed in result metadata.

Owner information is not available for dashboards in Smartsheet, so no author is shown for dashboard results.

Applicable filters

Workspaces

Workspaces are the containers Smartsheet uses to organize related sheets, reports, and dashboards. The connector indexes each workspace by name, so users can find where related content is organized. The content inside a workspace is indexed separately as sheets, reports, and dashboards.

Fields synced

• Title — Workspace name. Indexed for full-text search; displayed as the result title.

• URL — Direct link to the workspace in Smartsheet. Used to generate the result link; not searchable.

• Created / Last modified — Timestamps of creation and last update. Displayed in result metadata.

Applicable filters

Sync frequency

Incremental sync

Captures: new sheets, reports, dashboards, and workspaces, and content updates — including row and cell edits within sheets.

After the initial full sync, the connector runs incremental syncs every hour. Each incremental sync detects content created or updated since the last sync and re-indexes it.

The following changes are not captured by incremental sync for this connector:

• Deletions — Deleted items are removed from the index by the weekly full sync.

• User Changes changes — picked up by the daily permission sync, not the hourly incremental sync.

• Workspace renames and updates — picked up by the weekly full sync.

Full sync

A full sync re-indexes all accessible content from Smartsheet, including each item's permissions. It runs automatically on first setup, then every week, and also when the content type filter is changed. It can be triggered manually from the connector Status page.

The weekly full sync is what removes deleted items from the index, picks up moved content and workspace updates, and re-reads all item permissions. Full syncs on large Smartsheet plans (10,000+ items) may take some time; incremental syncs resume automatically once the full sync completes.

User sync

User sync pulls the latest user identities, group memberships, and per-item sharing lists from Smartsheet and updates the search index accordingly. It runs daily, and also at the end of every full sync. If a user's access to an item is revoked in Smartsheet, the item stops appearing in their Simpplr search results after the next sync completes. See permission propagation latency on the Permissions & Security page for why, and what an admin can do to apply changes sooner.

Known limitations

• File attachments on sheets and rows are not indexed — attachment content is not searchable.

• Each sheet and report is indexed as a single item — search matches the sheet or report as a whole, not individual rows. Opening the result takes the user to the full item in Smartsheet.

• Very large sheets and reports are indexed partially — see the section below. Items always remain findable by title.

• Cell text longer than 4,000 characters is truncated by Smartsheet, so only the first 4,000 characters of any single cell are indexed.

• Dashboards: only text is indexed (widget text, metric labels and values, chart category labels). Chart images and pictures are not indexed, and text within images is not extracted or searchable.

• Templates are not indexed and will not appear in search.

• Folders are not indexed as search results — they are used only to discover the content inside them. The sheets, reports, and dashboards within folders are indexed normally.

• Deleted items remain in search results until the next weekly full sync

• User and group changes are reflected within 24 hours (daily permission sync) — see permission propagation latency on the Permissions & Security page.

• Permission changes for a document are updated only after full sync

• Content published via public publish links carries no user permissions and does not grant search visibility — only content shared with users and groups is searchable, by those users.

• Owner / author metadata is available for sheets only — reports, dashboards, and workspaces show no author.

Very large sheets and reports

The connector indexes up to 10 MB of grid text per sheet or report — enough for the large majority of sheets. For items that exceed this, the rows beyond the cap are not searchable, and the item remains findable by its title, earlier rows, and metadata. Users who open the result in Smartsheet always see the complete, live item regardless of how much of it was indexed.