Here at Rock, we look to make work more accessible and productive for teams across the board. Through Rock’s Smartsheet integration, you can easily access processes and project-related information that will allow you to collaborate better.
How to add Smartsheet to Rock ?
The Smartsheet integration on the Files mini-app is nifty because you’ll only need to integrate the service once, and you’ll be able to link sheets in any space you’re a part of and have the rights to edit tasks, notes, and topics.
Here are the steps to integrate Smartsheet to Rock:
Step 1: Click on the Files mini-app in the main space window
Step 2: Click on Smartsheet in the storage selection.
A new tab or popup will open asking you to sign in to your Smartsheet account if you’re not logged in.
Step 3: You’ll be asked to allow Rock access to your Smartsheet account. If you cancel, the integration process will be aborted, and you won’t be able to link your sheets to Rock.
If you allow Rock access to your Smartsheet account, the integration will be successful, and you’ll be redirected to the space where you initially set up the integration.
A window listing all your Smartsheet Workspaces will allow you to choose which Workspaces you want to link to Rock. Workspaces are the “folder” equivalent of Smartsheet.
Adding SmartSheet Sheets to spaces?️
Once you’ve finished the integration of Smartsheet into Rock, you can add your Workspaces into the Files mini-app of a space. You won’t be able to add individual sheets into Rock, so ensure that all the sheets you want to add are nested under a Smartsheet Workspace.
When you link a workspace into Rock, all the sheets in that workspace will be accessible from the Files mini-app in your space. Click the Workspace name to view and access the sheets you can link.
📝 Note: Remember that Rock will only display sheets (grid, task list, projects, cards, etc.) but not reports and dashboards in the workspace.
📝 Note: Users will not be able to access the sheets in the spaces you have uploaded them into unless they have permission in Smartsheet. You also need to ensure that users are part of the space that they need files access to. Even if a user has all the necessary drive permissions, they won’t be able to access the files within Rock if they are not part of the space.
To go back to the Files mini-app panel or into a previous folder, press the < Folder on the top left corner of the panel.
Since you’ve already successfully integrated a cloud storage service and have added folders to the Files mini-app, you can use the blue + button on the lower right-hand corner of the Files view to add more drive services.
Files Hover Buttons?️
If you want to open a Smartsheet workspace or sheet in a new tab, you can press this button to open the database or sheet on Smartsheet.
The second button is the Set Aside button, allowing you to Set Aside a folder or a specific file.
The sheet or workspace will then appear on the set aside panel.
The third button is the pin button. Pressing this button adds the workspace or sheet to your space’s pinboard.
Clicking the pinboard button will open the pinboard, where you’ll see your pinned workspace or sheet.
The fourth button is the unlink button, which allows you to unlink the workspace you initially linked to Rock. You cannot unlink the individual sheets within the linked workspace.
Using Your Smartsheet Sheets Across Your Rock Spaces?
Since you’ve integrated your Smartsheet workspaces and sheets onto Rock, you can easily add these cloud-based files as attachments to your tasks and notes by clicking on "Add Attachment" and then "Link Cloud Storage." By the way, you can also authorize cloud services via this feature if you don’t have anything authorized yet.
📝 Note: Linking files or folders to tasks doesn’t work when entering tasks in board view…for now.
Removing Documents or the Integration from a Space ✂️
Removing workspaces or sheets
You can remove workspaces uploaded to a space by pressing the red unlink button.
Everything inside the workspaces or sheets won’t be accessible in the space but will still exist in its owners’ Smartsheet account. Don’t worry. You can always link a workspace to the space if needed.
You’ll need to have admin permission in the space to remove others’ workspace. However, anyone can remove their uploaded workspace, even those former members or admins who have been downgraded to a guest role.
You can only remove the workspace. You can’t remove the individual sheets nested within the workspace. If you want to remove access to a particular sheet, you can either:
- Remove the information from the workspace in Smartsheet.
- Or unlink the workspace and manually add the sheets you want to add, except for the ones you don’t want to be visible in the space.
Removing the integration
You can remove the SmartSsheet integration by going to user settings > Authorized Apps > pressing Disconnect.
Once you remove the integration from your account, the connected pages and databases won’t be accessible in the linked spaces but will still exist in the Files mini-app.You can reauthorize access after disconnecting Smartsheet on a previously connected sheet. Once you re-integrate Smartsheet, all linked workspaces in your different spaces will become available again.
If you want your pages and databases not to be visible once you remove the integration, you will have to unlink the folders from your spaces manually. You can do this both before and after deauthorizing Smartsheet.
Frequently Asked Questions About the Smartsheet Integration ?
What happens to workspaces and sheets that I linked in the Files mini-app if I leave/am removed from a space?
When you leave or are removed from a space, your linked workspaces and sheets will be unlinked from the Files mini-app. If you re-enter the space, you will have to link the items again.
What would happen to my workspaces and sheets if I were to delete my account?
When you delete your Rock account, all cloud services you integrated will be disconnected, and all items you linked will be unlinked.
What happens to workspaces and sheets from suspended accounts?
Workspaces and sheets from suspended accounts will still be available for access in the space unless they are unlinked or are deleted from their drive services.
What happens if I move my pages to a different location on Smartsheet? Will I have to add it again?
The items will still be accessible in a space, but user permissions might change. Some users might gain or lose access depending on your changes or the permissions available in the new destination.
What happens to items in a space if they are deleted from Smartsheet?
It will appear that Rock cannot find the item, and no one will be able to access the information. Workspaces and sheets that are contents will disappear when reopened. You can unlink the deleted folder to remove it from your Files mini-app.
Can I give a user permission to access an item from Rock?
No, you’ll need to grant access permissions or send invites to the user through Smartsheet.
Can the Rock Team see what is inside the folders I connect to my spaces?
No, the integration adds the information to your space. We cannot see what documents you have in your database or workspace. Additionally, if users in space don’t have permission, they won’t be able to access information.
Is there an upload limit to my folders in Dropbox?
Upload limits are irrespective of Rock. Storage limits are dependent on the storage quota of the cloud service.
What happens to the Files items if everyone leaves a group space?
As soon as all members leave the space, all files, mini-app storage information, and integrations are removed.