Sheet Publishing to Teams

Ava
Ava ✭
edited 06/14/22 inAdd Ons and Integrations

Hi all-

I'm having two possibly related issues. Our institution uses Teams extensively, so I'd like to integrate Smartsheet Dashboards and Sheets into Teams. I added users that are not part of my organization to both a Dashboard and Sheet, published the Dashboard, and gave editing access to the external users on the Sheet. I then integrated the Dashboard and Sheet in Teams. The Dashboard successfully integrated, but users are seeing an error message for the Sheet (see screenshot - Teams Error, "published item is only accessible to users in the organization"). Usersdo notreceive this error on a browser - they are able to view and edit the Sheet like normal.

On Smartsheet, I have no option to publish the Sheet (see screenshot - File Options), so I can't update the Access Controls. I've double checked our Admin settings - Sheet Publishing is Enabled (Published sheets available to anyone with the link).

这是一个内部的洞穴吗ing in Teams? How do I let external users directly edit the sheet in Teams?

Thank you!

File Options.png
Teams Error.png
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Answers

  • Kevin Smith
    Kevin Smith ✭✭✭✭✭✭

    Hi

    Please see the Admin settings. We use Teams quite a bit too. We allow Reports and Dashboard to be accessed by anyone with the link. This allows just the link to work. However, for sheets, if anyone external wants to access the sheet, I set them up in our account.

    image.png


    I hope that helps, if you can change and test and it does not work, please let me know.

    Thank you,

    Kevin

    Happy to help if I can.

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  • Ava
    Ava ✭
    edited 05/02/22

    Thanks Kevin - I've already checked our Admin settings and link sharing is turned on (editable by everyone). Could there be another spot where this is toggled?

    It just seems odd to me that my users are getting the error only in the Teams tab - they're able to view and edit the sheet just fine in a browser.

    Publishing Settings.png
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  • Kevin Smith
    Kevin Smith ✭✭✭✭✭✭

    On the sheet, see if you can publish it using the publish icon on the right.

    image.png


    Thank you,

    Kevin

    Happy to help if I can.

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  • Ava
    Ava ✭

    Hi Kevin - thanks, I missed that Publish button on the Sheet! But it is published with "Edit by Anyone" turned on. Perhaps this is a bug in the Teams integration?

    Screen Shot 2022-05-02 at 12.02.30 PM.png


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  • Kevin Smith
    Kevin Smith ✭✭✭✭✭✭

    It could be, I just didn't think so because the error in your screenshot looks like a Smartsheet error.

    I am sorry that didn't work.

    Thank you,

    Kevin

    Happy to help if I can.

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Categories

Hey @Julie Fortney<\/a> <\/p>

I'll answer what I can and shout out to @Brian_Richardson<\/a> for back up. <\/p>

#1 Report Filters- To my knowledge there isn't a direct Report Filter update however I wondered if the column was a dropdown list - if so, Bridge can update dropdown lists and if the filter was set to select all it made me wonder if the filter would pick it up new selections. (Datashuttle also updates dropdown lists if this method works)<\/p>

#2 I've had problems with a slow sheet erroring out in Bridge. The sheet was massive and Bridge would time-out. Bridge did not help this sheet (it might have been too large for anything to help)<\/p>

#3 -I don't have any experience with Control Center, so sorry, I can't answer those questions<\/p>

My fav Bridge solutions?<\/p>

-Capturing Approver Names in approval workflows<\/p>

-Adding rows - same sheet, different sheets, Child rows to Parents, On a weekly cadence, Adding New rows of acquired data to a status update sheet which feeds into a dashboard report<\/p>

-Translating Employee Ideas from their native tongue to English<\/p>

-Checking FedEx Tracking Status on a sheet's worth of shipments<\/p>

I hope this helps<\/p>

Kelly<\/p>"},{"commentID":373322,"body":"

Hey @Julie Fortney<\/a> !<\/p>

  1. In general you cannot update reports with bridge or the API, you can only get report information and details. So unless you are able to come up with a different solution you may be out of luck. Although, if this is a control center program, you may be able to use \"Dynamic Reports\" which adds new sheets to reports every time a project is provisioned (and removes as projects are archived). <\/li>
  2. Maybe using JavaScript in bridge would help, hard to say. <\/li>
  3. Unfortunately not.. You can not programmatically retrieve a form link (Big functionality gap in my opinion). We have begged Smartsheet to dynamically update forms with control center. Also you can not update the contents of widgets in dashboards with bridge or the api.<\/li>
  4. You could definitely set up a solution to achieve this. It would involve using a summary sheet in your blueprint where the link to your template sheets is profile data on your summary sheet. From there you can get the sheet id for each project in bridge, loop through them and make updates.<\/li><\/ol>"},{"commentID":373373,"body":"

    @Kelly Moore<\/a> thanks for the shout out :-) but I'm not sure I can help more than what's already been posted. <\/p>

    @Julie Fortney<\/a> in general Bridge is an API tool. You can setup multi-branched workflows in Bridge with pre-set API calls and utilities. You can also do custom HTTP calls to any API that you have access to in the cloud. So anything you can do with API calls you can do with Bridge. It also, importantly, allows you to run Javascript code using the results of your API calls, and to trigger workflows on changes to Smartsheet content or on any other webhook that you can receive from other tools.<\/p>

    There's a fair amount of Smartsheet API methods that are prebuilt into Bridge, but not all of them. So if you're looking at the Bridge documentation for Smartsheet<\/a> integrations and not finding what you need, you can also look at the Smartsheet API documentation<\/a> to see if there's something there to help you out. If you find an API method to use that's not already pre-built as an integration, then you can use the Custom HTTP Call step to directly call the API. You just have to provide the Smartsheet API with an API token, which you can assign to yourself in your Personal Settings.<\/p>

    It looks like your specific questions were answered pretty comprehensively by Kelly and Samuel but here's my 2c:<\/p>

    1. Because you cannot adjust report filters using the Smartsheet API, you cannot do this with Bridge. Here's the Reports methods<\/a>. You might want to consider a workaround for the process of having reports hand-updated with new job numbers. Perhaps leverage a creation date or flag new items with a checkbox that's cleared once the conditions are met that would cause the project to fall back off the report? You can also explore the \"contact has any of current user\" filter to pick up specific jobs for the viewer?<\/li>
    2. You could definitely use Bridge to read one sheet on a schedule or trigger, perform calculations using Javascript or the included utilities, and post the results. It may be faster and more stable than a huge number of formulas in Smartsheet, but I'm not 100% sure it would be. I would probably first explore using Data Mesh, which is setup to do this in a much more friendly way. If you don't already use Data Mesh, it's basically a batch index\/match tool. <\/li>
    3. As Samuel said, there's no API for updating widgets on a dashboard or retrieving a form URL. Also, I tested copying a dashboard and sheet in a common folder, where the form link was embedded in the dash, and unfortunately it does not update the form link. Seems like a gap and would be a good enhancement request. You could potentially work around this by having a common sheet with the form to capture entries, have a dropdown in that form for the project name that you can keep updated with Bridge, do a lookup to the sheet ID that the entry should go to on a sheet that Bridge maintains, and then copy the form responses into the individual project sheets using Bridge. I know that's pretty roundabout.<\/li>
    4. As Samuel and Kelly said, you can push dropdown updates through Bridge, it works better than Data Shuttle. You wouldn't need to maintain a separate lookup sheet though, if you create a report that contains the dropdown columns across your various created sheets, and then read that report with Bridge, the return from the API includes the source sheet ID and column ID for each report row. You can then leverage that to point Bridge at the right columns across your sheets without having to maintain a separate lookup.<\/li><\/ol>

      At Iron Mountain we use Bridge for a variety of use cases, here's the most effective ones:<\/p>