Setup - Smartsheet

This guide is self-contained — every credential and account requirement is listed in the steps below. For the account access level required, and the full security and permission-propagation details, see Permissions & Security - Smartsheet.

Prerequisites

Who you need to be

• A Smartsheet business or Enterprise plan account — API access is required to generate a Personal Access Token. See Generate an API access token in the Smartsheet Learning Center.

• A Smartsheet System Admin account to generate the token. The connector can only index content and read sharing lists the token holder can see — Simpplr recommends a dedicated service account with System Admin rights.

• A Simpplr admin with access to Manage Features → Enterprise search.

Step 1 — Prepare Smartsheet

Credentials you will need from the source

• Domain — your region's Smartsheet API address (see the table below)

• API Access Token — a Personal Access Token generated in the Smartsheet UI

1. Sign in to Smartsheet with the service account.

2. Select your Account icon in the lower-left corner of the screen, then select Personal Settings.

   

3. Select the API Access tab.

4. Click Generate new access token.

5. Enter a name for the token (e.g., "Simpplr Enterprise Search") and click OK.

   

6. Copy the token value immediately and store it in a secure location. Smartsheet displays the token only once — you cannot view it again after closing the dialog.

7. Click OK. Smartsheet returns you to the Manage API Access Tokens page, where the token appears by name. You can revoke tokens from this page at any time.

Step 2 — Add Smartsheet as a source in Simpplr Enterprise Search Admin Panel

1. In Simpplr, go to: Manage Features → Enterprise Search → Add Source.

   

2. Search for and select Smartsheet.

   

3. Enter a Connection Name for this instance.

4. Enter the credentials from Step 1:

   • Domain — your region's API address from the table in Step 1

   • API Access Token — the token you generated

   

5. Click Save configuration and confirm. The connector validates the credentials immediately — invalid credentials surface now rather than failing on the first sync.

Step 3 — Add filters and ingestion scope

Filters control which content gets indexed. If none are changed, all accessible content types are indexed with the default document age filter.

1. Set filters — configure which content to include or exclude from indexing.

   Content type

   • Enable or disable each content type independently: sheets, reports, dashboards, workspaces. All four are enabled by default.

   Document age

   • Excludes content not modified within the configured period. Default: last 2 years.

2. Set Audience configuration (optional) — restrict the connector to a specific Simpplr audience. Only members of the selected audience will be able to find this content in Enterprise Search. If left unset, all users with access can search this content.

3. Click Save and sync — this saves the configuration and initiates the first full sync.

   Alternatively, click Exit to save and resume setup later. To start the sync manually, go to Enterprise Search → Smartsheet → Status and click Sync now.
   

Step 4 — Verify the sync

1. Monitor progress at: Enterprise Search → Smartsheet → Status.

2. The dashboard shows sync status, total items indexed, and any errors.

   

What success looks like:

• Shortly after the connector is initialised, the status shows In progress and the item count begins increasing.

• When the initial full sync completes, the status shows Success and Smartsheet results appear in Enterprise Search for users with access.

• Initial full sync duration depends on content volume — plans with many large, row-heavy sheets can take several hours.

If the sync stays in Pending, fails, or completes with far fewer items than expected, see Troubleshooting - Enterprise Search Connectors.