Attachments
Hi - I'm trying to create a data shuttle workflow for an excel file I've attached to my smartsheets file. my enterprise doesn't allow uploads from sharepoint or onedrive. is there a way i can have an excel file automatically upload bulk info to my smartsheets file?
Answers
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It's possible to configure a Data Shuttle workflow to trigger on attachment to a sheet. You'll just need to be creative on how you configure that sheet - I find that one sheet per project is the most manageable. You'll also probably want to configure the Data Shuttle workflow to be based on Most Recent attachment, and not based on the name of a file. I've used a sheet as a repository for uploads for a specific project, and create a Form to allow an end user to upload.
If your enterprise restricts uploads, you might need to rethink "automatically" - you can use the above as a solution, but of course it will require SOME level of human intervention.
If this answer resolves your question, please help the Community by marking it as an accepted answer. I'd also be grateful for your response - "Insightful"or "Awesome" reactions are much appreciated. Thanks!
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Hi @afurbay
Your enterprise likely forbids attaching files from SharePoint or OneDrive to Smartsheet for security reasons. If this restriction is in place, you cannot use the file attachment trigger for a Data Shuttle workflow.
Alternative Solutions
- Use Direct File Connection in Data Shuttle:
- You can create an upload configuration in Data Shuttle to connect directly to a specific file in SharePoint or OneDrive as the source.
- This allows data from the file to be uploaded to Smartsheet without physically attaching it.
- You can create a schedule that automates the upload process.
- Important: This approach assumes your enterprise permits such connections. Verify with your system administrator.
- Consult Your System Admin:
- Confirm the specific restrictions on file uploads or connecting SharePoint/OneDrive files to Data Shuttle.
- If the restrictions are in place due to security concerns, collaborate with the admin to create a secure process that addresses these concerns, such as:
- Limiting access to the updated Smartsheet.
- Using restricted permissions or encryption for sensitive data.
Security Risks to Consider
- Attaching Files to Smartsheet:
- If an Excel file is attached to a Smartsheet, depending on the sharing and permissions settings, unintended users might view or download it.
- Uploading Data via Data Shuttle:
- Once the Excel file’s data is uploaded into Smartsheet, the information in the updated sheet can be viewed, downloaded, or printed by users with access to the sheet.
- If Smartsheet permissions are not correctly configured, this could expose sensitive data.
Best Practices
- Restrict Access in Smartsheet:
- Limit sharing to authorized users only.
- Disable publishing and set sharing permissions to specific domains if possible.
- Evaluate Security Controls:
- Assess whether Smartsheet’s security features, such as SSO and activity logs, align with your enterprise’s standards.
- Use Smartsheet for Non-Sensitive Data:
- If security concerns are significant, consider using Smartsheet only for non-confidential or anonymized data.
- Use Direct File Connection in Data Shuttle:
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