Permissions & Security - Smartsheet

For data security, encryption, and credential storage information that applies across all connectors, see Data & Security - Enterprise Search Connectors.

Our approach to permissions

• The connector uses a Personal Access Token (PAT) for machine-to-machine authentication and limits itself to read-only API calls — it never writes to or modifies data in Smartsheet.

• The connector never writes to or modifies data in Smartsheet.

• Credentials are stored encrypted and are never exposed in logs, search results, or the Simpplr UI after initial entry.

• Smartsheet PATs inherit the full API access of the account that generates them. The connector's actual usage and the account level required are called out explicitly in Understanding the credential scope below, together with the guardrails that apply.

Credential scope

Auth type: Personal access token (PAT)

The connector authenticates with a Smartsheet API access token generated in the token holder's Personal Settings → API Access tab. Unlike OAuth, a PAT does not use discrete access scopes — the token inherits the API access of the account that generated it. Simpplr recommends generating the token from a dedicated System Admin service account so the connector can read org-wide content and complete sharing lists.

The connector uses the token for read-only API calls only:

The token must be generated by a Smartsheet System Admin account on a Business or Enterprise plan. The connector can only see content and sharing lists that this account can see. If you are not a Smartsheet System Admin, coordinate with one before proceeding to Setup - Smartsheet.

Understanding the credential scope

API Access

Why it's granted: Smartsheet PATs do not support granular, read-only scopes. A token generated by an account can call any API operation that account is permitted to perform — including write operations. Smartsheet recommends using a shared service account for machine-to-machine integrations rather than an individual user's account. See Authentication in the Smartsheet developer documentation.

What the connector actually does with it: Read-only calls to list and fetch content, read sharing lists, and sync users and groups. The connector performs no write, update, share, or delete operations.

Guardrails: The connector's sync pipeline only reads data; there is no code path that writes to Smartsheet. All connector activity is visible in the sync dashboard.

If the token holder lacks sufficient access: The connector can only index content and read sharing lists visible to that account. A non-admin account may return incomplete sharing lists or miss org-wide content, causing incorrect search access.

System admin account

Why it's required: System Admin visibility is needed to enumerate org-wide users and groups, read workspace sharing lists, and resolve complete per-item sharing for sheets, reports, and dashboards across the organization.

What the connector actually does with it: Read-only calls to retrieve the org user directory, group memberships, and sharing lists for indexed items.

Guardrails: Same as above — the sync pipeline has no code path that writes to Smartsheet, and the connector never exceeds the token holder's own access.

If not used: Permission sync may be incomplete — some users may see items they should not, or miss items they should. The connector cannot reliably enforce document-level access without a System Admin service account.

Versions and editions supported

• Supported: Smartsheet cloud plans in all regions — US, EU, AU, and Gov. The connector is pointed at your region's API address during setup. API access tokens are region-specific — a token generated on one instance cannot be used on another.

• Not supported: None — Smartsheet is a cloud-only product with no on-premises deployment.

Permission design

How permissions work

Permissions from Smartsheet are read and enforced in Simpplr Enterprise Search. Users only see content they already have access to in Smartsheet.

• User and group sync: Smartsheet user identities and group memberships are synced to Simpplr by the permission sync, which runs daily. When a user is added to or removed from a group in Smartsheet, the change is reflected in Simpplr after the next permission sync.

• Item sharing: Access to each sheet, report, dashboard, and workspace is determined by its sharing list in Smartsheet — the users and groups it is shared with, plus the item's owner. Any level of access in Smartsheet (from Viewer to Owner) makes the item visible to that person in search. Workspace sharing carries through to the content inside the workspace, matching Smartsheet's own behavior.

• Item sharing changes: When an item's sharing changes in Smartsheet, the change is picked up by the next full sync.

• Access removal: When a user loses access to an item in Smartsheet, that item stops appearing in their Simpplr search results after the next full sync completes

Permission propagation latency

User changes in Smartsheet are picked up by the daily permission sync rather than the hourly incremental sync. Content changes themselves are still picked up hourly — see the sync schedule on Content, Sync & Limitations - Smartsheet.