Smartsheet

The license agreement between Smartsheet and Berkeley Lab has changed, please visit this page for more information. For frequently asked questions, visit this page.

1What is Smartsheet?
2How can I access it?
3What access levels are there?
4What does it cost?
5How much storage can I use?
6What are the security implications?
7Where can I get help?
8How can I share my sheet to another person?

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 alerts, set reminders, and create custom reports. Smartsheets provides an array of templates. Data can be collected using their Web Forms (similar to Google Forms). And, Smartsheet integrates with Google Apps, including Google Drive. Read more.

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 Oracle Primavera and Microsoft Project. It is the tool we used to manage the activities associated with our conversion of Oracle Calendar to Google Calendar.

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. Smartsheet provides On-Demand Training, Live Online Training, and Smartsheet Academy classes here.

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 any Google App browser window. You may have to scroll down the App Launcher menu to see the icon.

What access levels are there?

Free, Non-Licensed Collaborator:

Access an unlimited number of sheets as a collaborator
Access shared sheets as Viewers (read-only), Editors (edit cell data), or Admins (manage the sheet)
Re-share sheets depending on sharing permissions
(You will not be able to create or delete new Smartsheet sheets, reports, or web forms)

*For active users who create new sheets. To conserve Smartsheet licenses, the IT department will evaluate periodically if an account becomes dormant or inactive. Smartsheet licenses may be reclaimed but users will continue to have the ability to View and Edit sheets but will not be able to create or delete sheets, reports, nor web forms. If you need a Smartsheet license, please contact the Help Desk at x4357.

What does it cost?

Starting on August 1, 2018, Berkeley Lab will have access to Smartsheet's Business Plan licenses which include features not offered in our current Team Plan. See the table below for a comparison of features offered in these plans. The Business Plan has a recharge cost of $294 per user per year. If you are interested in obtaining a license, please visit the Software Download Page and follow the instructions to purchase the license. Once Smartsheet has given Berkeley Lab access to the Business Plan licenses, we will assign one to you. We expect to have access to the licenses by August 1, 2018.

Starting on July 1, 2019 all Smartsheet accounts will be converted to Business Plan accounts and have a recharge cost of $294 per user per year.

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.