Supported Features and Limitations
The Smartsheet connector is designed to index key Smartsheet content types and enforce user-level access controls. This section outlines what you can expect from the integration.Supported Objects/Entities
| Object Type | Description |
|---|---|
| Sheets | Project planning documents containing rows, columns, attachments, and metadata. |
| Dashboards | Visual documents aggregating data from multiple sources. |
| Reports | Aggregated views across multiple sheets for analysis. |
| Workspaces | Top-level containers for organizing sheets, reports, and dashboards. |
Supported API Endpoints/Features
- Identity: Get Users, Get Groups, Get Token (refreshing access tokens)
- Content: Get Sheets, Get Reports, Get Sights (Dashboards), Get Workspaces
- Permissions: Get shares for Sheets, Reports, Sights, and Workspaces
Limitations
- Only text content is indexed and complex field types like dropdowns, attachments, comments may not be fully represented.
- Owner information is only available for sheets due to Smartsheet API limitations.
- Dashboards, reports, and workspaces may not display owner information in search results.
- Activity crawls and webhook-based updates are not supported. As a result, permission changes and deletions may take up to a few hours or in some cases, days to propagate in Glean.
- Documents shared through public view links like Anybody can view/edit are not indexed or surfaced in Glean search.
Crawling Strategy
| Crawl Type | Full Crawl | Incremental Crawl | Identity | Activity | Update Rate | Webhook | Notes |
|---|---|---|---|---|---|---|---|
| Smartsheet | 1h | 10m | 10m | N/A | N/A | N/A | No webhook or activity crawl. Full content crawls are used for updates and deletions. |
Results Display
In Glean’s search results, you can facet Smartsheet content by Type (Sheet, Dashboard, Report, Workspace), Owner (for sheets), and Workspace. Each result displays the document type icon and relevant metadata, helping you quickly identify and filter the content you need.Requirements
To use the Smartsheet connector, you must meet certain prerequisites.- Smartsheet Business plan or higher API access required.
- Glean platform access with admin privileges for connector setup.
- Smartsheet system administrator account to authorize the Glean app through OAuth. OAuth 2.0 is required for secure, scoped access. Each user can optionally authenticate to enable indexing of their private documents.
Preliminary Source/System Setup
- Register the Glean app in your Smartsheet account (handled during OAuth flow).
- No additional API enablement or app registration is required beyond the standard OAuth process.
Configuration and Setup Instructions
Follow these steps to configure and deploy the Smartsheet connector in your Glean environment.Authentication and Credentials
- Setup is performed through OAuth 2.0. You will be prompted to authorize the Glean app with your Smartsheet admin credentials.
- After initial setup, individual users can authenticate to enable indexing of their private Smartsheet documents.
Step-by-Step Setup
- In Glean, navigate to the Admin console.
- Go to Workspace > Setup > Apps and search for Smartsheet. Or use this link Smartsheet.
- Click “Create Authorization Link” and follow the instructions to open Smartsheet’s OAuth flow in a new tab.
- Complete the OAuth flow in Smartsheet. You will be redirected back to Glean.
- Once authorized, Glean will begin the initial crawl of all Smartsheet content accessible to the system admin.
- For help, contact Glean support or your customer success representative.
Crawl Configuration Options
- The connector performs a full content crawl every hour and incremental crawls every 10 minutes.
- You can configure which users’ content is indexed by controlling who authenticates with Smartsheet.
Permissions & Security
Data and Metadata Ingested:- Sheets, dashboards, reports, and workspaces (text content only).
- User and group permissions for each document.
- Metadata such as title, workspace, and (for sheets) owner.
- Smartsheet’s workspace permissions cascade to all contained documents.
- Glean enforces document-level permissions at query time, matching Smartsheet’s access model.
- OAuth 2.0 authentication ensures secure, scoped access.
- All data remains within GCP environment your organization.
- No support for public or anonymous access and all access is authenticated and permissioned.
- The connector does not index or expose any content beyond what users are permitted to access in Smartsheet.
- All data is processed and stored in compliance with Glean’s privacy and security policies.