Best Of

Hi @JGarcia0703

You're facing a common challenge when importing contact data into Smartsheet. Since your list comes from Excel and Smartsheet does not automatically recognize names as contacts upon import, there are a few potential solutions.

Option 1: Use Data Shuttle to Update the Contact List (Requires Smartsheet Advance Plan)

• How It Works: You can configure Data Shuttle to update the contact column from your Excel file automatically.
• Pros:
  • Automates the process, reducing manual effort.
  • You can keep your list updated weekly without intervention.
• Cons:
  • If full names are imported as text, Smartsheet will not treat them as contacts.
  • Only email addresses will function correctly in a contact list.
  • Requires a Smartsheet Advance Plan (not available in all accounts).

The image below is part of the Data Shuttle workflow that updates the contact list with email text.

Option 2: Import Excel Data and Manually Convert to Contacts

• How It Works: You can format names in your Excel file as Jane Doe <jane.doe@somecompany.com>, then import the file and manually convert the column to a Contact List column.
• Pros:
  • No need for additional Smartsheet tools (like Data Shuttle).
  • Provides both the name and email address.
• Cons:
  • Requires a manual step each time after import to convert text into contacts.
  • Still time-consuming on a weekly basis.

This link is my post on this method.

https://community.smartsheet.com/discussion/comment/369125

I put this demo dashboard to illustrate this method somewhere in 2023.

https://app.smartsheet.com/b/publish?EQBCT=c5fa55c8335a4ece9b31d20c93353311

Option 3: Use the Smartsheet API to Update Contacts Automatically

• How It Works: You can use the Smartsheet API to programmatically update the column and ensure names are correctly formatted as contacts. This script could be triggered automatically when your list is updated.
• Pros:
  • Fully automates the process.
  • Ensures that names display correctly and function as contacts (for @mentions, update requests, etc.).
• Cons:
  • Requires development work to implement an API script.
  • Needs API access and permissions.

The code explained in the comment below does not update the contact list option. It adds contact value using the name and email information.

Best Approach Based on Your Needs

• If you have access to Data Shuttle, this could be a good option for automating updates. However, email-only imports may limit usability.
• If you don’t have Data Shuttle, importing an Excel file with properly formatted data (Name <email>) and manually converting to contacts is an easy workaround.
• If your team has API capabilities, using the Smartsheet API is the best long-term, fully automated solution.

Would you like help with an API script to automate this process? Let me know what works best for you!

Thank you @Genevieve P.! That was the help I needed.

Hi @jmtrhydn

If you are a System Admin for your account, the first thing I would do is check the Sign In options configured for your plan:

https://help.smartsheet.com/articles/2483289-manage-authentication-options

If you have not yet set up SAML for your plan, make sure that your users can sign in with the "One-time password via email" option.

If this hasn't helped, please reach out to Smartsheet Support with the email addresses of the users you're trying to have sign in. They can help you in a private channel where you'll be supported by someone who is approved to help with GOV accounts.

Please note that the Community is a public, global space, so any sensitive information should go through internal channels.

Thanks!
Genevieve