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Smartsheet Zapier integrationAutomate Smartsheet with Zapier.

The Smartsheet Zapier integration gives you 6 triggers, 18 actions and 2 searches. One trigger is instant, and it runs on the free plan, since Smartsheet is not a premium app. Here is what each operation does, what it costs and where it breaks.

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Overview

What the Smartsheet Zapier integration actually does

The Smartsheet Zapier integration links your Smartsheet account to Zapier, so that something happening in a sheet (a new row, an edited cell, a fresh comment or attachment) starts work you would otherwise do by hand: emailing a row, copying it to another sheet, spinning up a sheet from a template, sharing a workspace.

Three results come up again and again. A request that lands in the right inbox: New Row starts the Zap and Send Row mails that one row to the person in charge, attachments included if you want. A project kit that builds itself: Create Sheet From Template sets up a new sheet in a workspace, then Share Sheet hands it to the client team with the access level you picked. A clean archive: Updated Row notices a status change and Move Row takes the line out of the live sheet into another one.

The detail that changes everything: of the six triggers, Updated Row is the only instant one. It fires straight away, even on the free plan, while the five others wait for the polling interval of your plan. If speed matters, build on that one.

What Zapier does not do here. There is no delete operation among the visible ones: a Zap can add, update, copy and move rows, never remove them. No trigger reads rows that existed before the Zap was switched on. And the searches find rows and attachments, not sheets or workspaces.

If you are still choosing a tool, the Smartsheet Make integration page covers the same app from the Make side, and our Make vs Zapier comparison sets out the criteria.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in Smartsheet that starts the Zap, such as a new row. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that writes, sends, copies or moves something in Smartsheet for you.
Task
The unit Zapier bills: one action that completes successfully. Your plan's allowance is a count of those.
Polling vs instant
Polling: Zapier checks the app on a timer and keeps what is new. Instant: the app calls Zapier the moment the event happens.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in the app, a row or an attachment, so later steps can use what it found.
Cost

What it really costs

Smartsheet is not a premium app, so it works from the free plan. The bill is counted in tasks, and only finished actions count.

  • Free plan100 tasks per month, unlimited Zaps
  • Free plan Zap sizeOne trigger and one action
  • Premium appNo, Smartsheet works on every plan
  • Trigger checksFree, never billed

The trigger costs nothing, however often Zapier checks the sheet. Each action that succeeds is one task, so a Zap with three actions eats three times more than a Zap with one. A failed action is not counted. The free plan stops at two steps: add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. Smartsheet checks are free either way: only the actions that finish cost something.

Connect

Connect Smartsheet to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A dialog opens: type Smartsheet and pick it from the list. You need a Smartsheet account before you start.

  2. 02

    Sign in to Smartsheet

    Click Add connection. A new tab opens on Smartsheet: sign in with the account whose sheets and workspaces the Zap should touch, ideally the one that owns them or has edit rights on them.

  3. 03

    Grant access

    Allow Zapier to use the account. The connection is saved once and reused by every Smartsheet step in every Zap, so you will not repeat this unless you want a second account.

First Zap

Your first Zap: urgent IT requests straight to the on-call engineer

GoalEvery new row in an IT request sheet marked as urgent goes by email to the on-call engineer, without anyone forwarding it.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Smartsheet as the app and New Row as the event. Select your Smartsheet connection, then the request sheet in Choose a Sheet.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent rows of the sheet. Pick one that looks like a real request so the next steps are mapped on true data.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then set the field (your priority column), the rule and the value Urgent. This turns the Zap into a multi-step one, on a paid plan.

  4. 04

    Add the Send Row action

    Pick Smartsheet again and Send Row. Choose the same sheet, map the row from the trigger, type the engineer's address. Several addresses go in a comma-separated list.

  5. 05

    Test, then publish

    Test the action once and check the email that arrives. When it reads right, click Publish: the Zap is on and handles every new row from now on.

Triggers

The 6 Smartsheet triggers

6 events start a Zap when something happens in Smartsheet, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

Get Reports

Polling trigger

In Zapier“[PRIVATE] Generates report list for dropdown.”

This one returns the list of reports available in your Smartsheet account. Its official description tags it as private and as the source of a drop-down list, so it rarely makes sense as the start of a real workflow.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
almost never on its own; it is listed here because Zapier counts it among the visible triggers of the app.
Watch out
to follow what happens inside a report, the trigger you want is New or Updated Report Row, not this one.
2

New Attachment

Polling trigger

In Zapier“Triggers when a new attachment is added to a row.”

Starts the Zap whenever someone attaches a file to a row in the sheet you choose. Think signed quotes, site photos or delivery notes dropped on a line by a colleague.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a procurement team wants a heads-up each time a supplier invoice is attached to its purchase-order row.
Watch out
it watches a single sheet, picked in the required Choose a Sheet field; files added to other sheets go unnoticed.
3

New Comment

Polling trigger

In Zapier“Triggers when a new comment is added.”

Fires when a comment appears in the sheet you point it at. Useful because comments are where questions and approvals tend to hide, far from anyone's inbox.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a marketing lead wants to know when a reviewer leaves feedback on a campaign line, without opening the sheet all day.
Watch out
like the other sheet triggers, it needs one sheet chosen up front; a second sheet means a second Zap.
4

New Row

Polling trigger

In Zapier“Triggers when a new row is added.”

The classic: every row added to the chosen sheet starts the Zap, with the content of that row ready to map into the next steps. It covers intake forms, request logs and lead lists.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
an IT desk logs tickets in a sheet and wants each one emailed to whoever is on call.
Watch out
rows edited later do not fire it again; for changes, look at Updated Row, which is also faster.
5

New or Updated Report Row

Polling trigger

In Zapier“Triggers when rows in a report are created or updated.”

Follows a Smartsheet report rather than a single sheet: the Zap starts when a row shown in that report is created or changed.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a PMO builds a report of all overdue tasks across projects and wants each one pushed to a follow-up sheet.
Watch out
the required Select a Report field means the report must exist, and be visible to your connected account, before you build.
6

Updated Row

Instant trigger

In Zapier“Triggers when cells in a row are updated or created (based on your settings).”

Reacts when cells in a row change, or when a row is created, depending on the settings you pick in the step. It is the one Smartsheet trigger that does not wait for a scheduled check.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a sales ops team flips a deal status to Won and wants the row moved to the delivery sheet at once.
Watch out
if the same Zap then edits that row with Update Row, it can set itself off again; add a filter that stops the second pass.
Actions

The 18 Smartsheet actions

Smartsheet gives you 18 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Workspace

Action

In Zapier“Creates a Workspace.”

Opens a brand-new, empty workspace under the name you give it, the only required field. Nothing is inside yet: later steps, such as a sheet from a template, fill it.

When to use it
each signed client gets its own workspace the moment the deal closes in your sales sheet.
2

Add Attachment to Row

Action

In Zapier“Adds a file attachment to a row.”

Pins a file to a precise row. You name the sheet, the row and the file; all three are required.

When to use it
attaching the signed contract file to the client's row once it comes back.
Watch out
the row has to come from an earlier step, which usually means a search first.
3

Add Discussion to Row

Action

In Zapier“Adds discussion to row.”

Opens a discussion thread on a row, with a title and a first comment, so the context stays next to the data instead of in an email chain.

When to use it
a QA engineer's verdict lands as a comment on the release row it concerns.
4

Add Row to Sheet

Action

In Zapier“Add a row to a sheet.”

Writes a new line into the sheet you choose and fills its columns with what earlier steps brought in.

When to use it
logging every escalated ticket into a separate tracking sheet for the support manager.
Watch out
pointing it at the sheet watched by New Row creates a loop that burns tasks fast.
5

Copy Folder

Action

In Zapier“Copies folder to another destination.”

Duplicates a whole folder to another place, under a new name. You choose source, destination and the name.

When to use it
an agency reuses a standard set of campaign sheets for every new launch.
Watch out
source folder, destination folder and new name are all required; leave one empty and the step stops.
6

Copy Row

Action

In Zapier“Copies row to another sheet.”

Puts a copy of a row into another sheet and leaves the original where it was. Source sheet, destination sheet and row are all required.

When to use it
a won opportunity is copied into the onboarding sheet while sales keeps its own history intact.
7

Copy Workspace

Action

In Zapier“Creates a copy of the specified Workspace.”

Produces a copy of an entire workspace and asks only for the workspace to copy and the new name.

When to use it
the event team clones its master workspace for each trade show on the calendar.
Watch out
both fields are required, so map the new name from an earlier step if every copy needs its own.
8

Export Column

Action

In Zapier“Exports the row data for a specific sheet column. Supports parent row filtering.”

Pulls the values of one column in a sheet, with an option to filter by parent row, so a later step can use the whole list at once.

When to use it
gathering every task owner of a project to build a single reminder email.
9

Move Row

Action

In Zapier“Moves row to another sheet.”

Takes a row out of one sheet and places it in another. Unlike Copy Row, the source sheet loses it.

When to use it
clearing closed tickets out of the live queue into an archive sheet.
Watch out
a Zap watching the source sheet will not see that row again once it has moved.
10

Create Sheet From Existing Sheet

Action

In Zapier“Create a new sheet from an existing sheet.”

Duplicates a live sheet into the workspace you pick, under a new name, with the same three yes or no choices on cells, attachments and discussions.

When to use it
cloning last month's budget sheet to start the new month.
Watch out
all three copy choices are required; leaving them unset blocks the step.
11

Create Sheet From Template

Action

In Zapier“Create a new sheet from a template.”

Builds a sheet from one of your templates, in your personal Sheets folder or a workspace, and lets you decide whether cells, attachments and discussions come along.

When to use it
a consulting firm starts every engagement from the same project plan template.
12

Update Row

Action

In Zapier“Update an existing row with new values. Requires a row ID.”

Rewrites the values of a row that already exists. It needs the sheet and the row ID; paired with the Updated Row trigger, that ID is the field called Original ID.

When to use it
stamping a Processed flag on a request once the Zap has handled it.
13

Send Row

Action

In Zapier“Send a row via email.”

Emails one row to the addresses you give, with options to copy yourself and to include its attachments and discussions.

When to use it
handing each urgent request to the person on call.
Watch out
several recipients go in one field, separated by commas.
14

Send Sheet

Action

In Zapier“Send a sheet via email (as PDF or Excel).”

Mails a whole sheet as a file, PDF or Excel, the format being required. Recipients follow the same comma-separated rule as Send Row.

When to use it
a finance lead receives the expense sheet as a PDF once a month closes.
15

Share Sheet

Action

In Zapier“Share a sheet.”

Gives people access to a sheet, at the access level you set, and decides whether Smartsheet notifies them by email.

When to use it
a freshly created project sheet is shared with the client contacts in the same Zap.
Watch out
access level and notification are both required.
16

Share Workspace

Action

In Zapier“Share a workspace.”

Same idea one level up: a whole workspace is opened to the listed addresses. Access level and email notification are set just as in Share Sheet.

When to use it
a new hire gets their team's workspace on day one, triggered from the HR onboarding sheet.
17

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

The escape hatch: a raw request to Smartsheet that reuses your connection, for things no other action covers. You set the method and the address, and choose whether an error stops the step.

When to use it
a technical team needs a call that none of the other actions offers.
Watch out
requests only go to domains tied to Smartsheet.
18

Find sheet Row (Legacy)

Action

In Zapier“Find a row in a specified sheet using a query.”

An older way to look for a row with a query, kept in the action list.

When to use it
only in existing Zaps built on it; for new ones, Find Sheet Row is the search to pick.
Watch out
Zapier tags it Legacy, so do not start new work on it; it takes a sheet and a query and returns the matching row.
Searches

The 2 Smartsheet searches

2 search steps look for data that already exists in Smartsheet, so a later step can use it.

A search step finds a row or an attachment that already exists and hands it to the steps after it. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Using one makes the Zap multi-step. Three settings decide what happens when the result is not the one you expected.

1

Find Attachment

Search

In Zapier“Find an attachment by row ID.”

Retrieves the attachments of a given row, from a sheet ID and a row ID, both required. The files it returns can then be sent or copied by the next steps.

When to use it
a Zap fetches the delivery note attached to an order row to forward it with the invoice.
2

Find Sheet Row

Search

In Zapier“Find Sheet Row”

Looks for a row in a sheet with a query you write, then passes that row, including its ID, to later steps. That ID is what Update Row and Add Attachment to Row need.

When to use it
matching an incoming order number to its existing line before updating it.
Watch out
it asks for the sheet ID, not the sheet name.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there. Switch it on and the Zap carries on, empty-handed.
  2. Create X if it doesn't exist yet?
    Smartsheet offers no find-or-create variant on these searches, so this box does not appear here.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or hand every match on at once.
When it breaks

When a Smartsheet Zap breaks

Most Smartsheet Zaps that fail do so for one of the reasons below.

Zapier lists a help article called Common Problems with Smartsheet, and the general rules of polling and loops apply here like everywhere else. If a Zap misbehaves despite all this, our Zapier troubleshooting page walks through the checks.

  • Old rows are never picked up

    A Zap only reacts to what happens after you publish it. The rows already in the sheet stay where they are; moving that backlog is a separate job.

  • Updated Row and Update Row on one sheet

    A Zap that edits the very sheet its trigger watches sets itself off again and again, and the task count drains fast. A filter on a status column breaks the loop.

  • A bulk import goes quiet

    After a mass import or a migration, a trigger may suddenly return a huge batch. Zapier's flood protection can then hold those items back instead of running them.

  • The same row never fires twice

    On polling triggers, Zapier keeps track of what it has already seen, so one row never starts the Zap a second time, even if a later check sees it again.

  • No access to the sheet

    The Zap acts as the connected account. On a sheet someone else owns, that account needs read access for triggers and write access for actions.

  • Update Row asks for a row ID

    Update Row cannot guess the row. Feed it the Original ID from Updated Row, or the ID returned by Find Sheet Row in an earlier step.
Need help

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FAQ

Smartsheet Zapier integration: frequent questions

01Is the Smartsheet Zapier integration free?
Yes, within the limits of the free plan. Smartsheet is not a premium app, so it works without a paid subscription. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you need a filter, a search or a second action, for example to send a row only when its priority is urgent, the Zap becomes multi-step and a paid plan is required. Polling triggers are also slower on the free plan, every 15 minutes.
02How many tasks does a Smartsheet Zap use?
One task per action that completes successfully, nothing for the trigger. Zapier can check a sheet as often as the plan allows and the checks cost nothing. A Zap that moves a row and then emails it uses two tasks per run, because both actions count on their own. An action that fails is not billed. On the free plan the allowance is 100 tasks a month, so count how many rows your sheet receives and multiply by the number of actions before you build.
03Does Smartsheet trigger Zaps in real time?
Only one trigger does: Updated Row. Smartsheet notifies Zapier as soon as a row changes, so the Zap starts at once whatever the plan. The five other triggers, including New Row and New Attachment, are polling triggers: Zapier checks the sheet on a timer that depends on the plan, every 15 minutes on Free, 2 on Professional and 1 on Team and Enterprise. If reaction time matters, building on Updated Row with its settings set to cover created rows is the way to go.
04What does it take to connect Smartsheet to Zapier?
A Smartsheet account, plus access to whatever the Zap should touch. The connection is made from the Apps page of your Zapier account with + Add connection, then a sign-in to Smartsheet in a new tab and a grant of access. For sheets or workspaces you do not own, the connected account needs at least read access for triggers and write access for actions. Once saved, that connection is reused by every Smartsheet step of every Zap.
05Why does a Smartsheet Zap keep running on its own?
Because it probably writes into the sheet it watches. Updated Row fires on every change, and Update Row or Add Row to Sheet on that same sheet creates a fresh change, which fires the trigger again. The Zap loops and burns through the task allowance. The fix is a filter right after the trigger, for instance on a status column, so that the rows the Zap already handled stop there and only genuine edits continue.
06What if the Smartsheet operation that fits is not listed?
Then API Request (Beta) is the fallback. It sends a raw request to Smartsheet using the connection already in place, so there is no new sign-in. You pick the method and the address, and decide whether an error should stop the step. It is a technical action meant for people comfortable with the Smartsheet API, and requests can only go to domains tied to Smartsheet. Being a Beta action, it deserves one careful test in the editor before you publish the Zap.
07Zapier, Make or n8n for Smartsheet?
It depends on the criteria that matter to you, not on a winner. Zapier offers 26 visible Smartsheet operations, a free plan and an instant trigger on row updates; its cost grows with each successful action. Make and n8n have their own pricing and setup, which their pages describe. Look at your monthly volume, how many steps each automation needs and who will maintain it, then compare the pages for each tool before deciding.
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