What is Smartsheet?
Smartsheet is a web based task and project management tool that adds to our collaboration portfolio. Using a spreadsheet as the underlying tool, you can create a list of tasks and then associate attachments, discussions and links with any entry. Tasks can be displayed in list, calendar, or Gantt chart views. You can share your "sheet" with anyone in the world (edit or view rights), receive change notifications , and create custom reports. Templates are provided as good starting points for common jobs. Data can be collected using Smartforms (similar in concept to the forms that can be created in Google Docs).
Consider looking at Smartsheet's tools for project management (easy methods to establish and visualize task dependencies, for example). For a quick look at some of the new capabilities check out this video.
We think this may be the answer to a simple, online project management tool that can give us an alternative to more complex tools like Primavera and Microsoft Project. It is the tool we used to manage the activities associated with our conversion of Oracle Calendar to Google Calendar. Read our LBL users' reviews on Smartsheets here.
Smartsheet integrates with other Google applications. For example, the calendar view can be exported to google calendar and appear as a secondary calendar. We have also been using Google docs to create test plans and record results. These docs can be linked to a Smartsheet entry to complete the picture for a manager who wants to focus in on one place to see the big picture, but also occasionally access some of the supporting material.
For more information on Smartsheet, go here . For training, the webinar registration page, which also contains links to the archived recordings of the previous sessions, is here.
We renewed our agreement - and made this available to the lab for another year. We plan to continue offering it as long as lab customers feel it provides value.
Smartsheet integrates with Google Apps, including Google Drive. This page explains how the integration works.
How can I access it?
You can log in to Gmail, Gdocs, Gsites, or Gcal and locate the 
App Launcher icon (the 3x3 dot pattern) that appears at the top of the window. You may have to scroll down the App Launcher menu to see the 
icon.
Alternately, you can go directly to Smartsheet.com.
| Access via Smartsheet.com | Going to Smartsheet.com | |
|---|---|---|
| 1 | In a browser at www.smartsheet.com, click the "Log In" button.
|
|
| 2 | Enter your email address in the sign in page and user your Smartsheet password (not necessarily your LBL password). You should be able to log in successfully here. |  |
| 3 | Should you click the Google icon below, you will be redirected to the Google Login page, where you should enter your full login name, "username@lbl.gov". |  |
| 4 | Then, you will redirected to the LBL enterprise directory page, where you can enter your LBL credentials to access Smartsheets successfully. |  |
What access levels are there?
Viewer:
- Refresh and run the report to update its content
- View all report data in all columns, including discussions (if they're also shared to the underlying source sheets)
- Export the report
- Download attachments
- Send the report via email to themselves or others
- No editing or sharing power
Editor:
- All functions available to Viewers
- Edit unlocked rows and columns (if they also have permission to the sheets)
- Add new attachments and discussions
- Freeze columns
- Enable/disable Highlight Changes
- Share with others if allowed
Report Owner:
- All functions available to Editors
- Edit unlocked rows and columns
- Modify the Report Builder criteria
- Sort the report
- Add, re-arrange, and remove columns from the report
- Re-name the report
- Delete the report
To conserve Smartsheet licenses, the IT department will evaluate periodically if an account becomes dormant. If so, then we may reclaim some Smartsheet licenses. Users will not be able to create or delete sheets but will continue to have the ability to View and Edit. Should you need a Smartsheet license restored, please contact the Help Desk at x4357.
What does it cost?
This product is sponsored by the IT Division, and there is no cost to a lab user.
How much storage can I use?
Per our contract, the total attachment (enterprise-wide) storage limit is 800GB with a max size per file of 250MB per attachment. This is for LBL in total. There are no user space quotas as such.
What are the security implications?
Smartsheet's security statement is here.
Where can I get help?
- Smartsheet Help Center includes videos and examples of how to use the product. After logging in, click the help link in the upper left part of the window.
- Email: support@smartsheet.com.
- Smartsheet Community at https://community.smartsheet.com/
- Smartsheet Webinars at http://www.smartsheet.com/webinars
How can I transfer ownership of my sheet to another person?
Transfer of ownership information is here
