Using Smartsheet Attachments as Document Master Source – Good Practice?

Question

Hi all,

I am a Senior Project Engineer and I am currently using Smartsheet as a Master Document Register (MDR).

My setup is:

* One row per document (with Doc No., revision, status, due date, etc.)
* Typical project: 20–30 documents
* Average file size: ~1 MB per document

I see that Smartsheet allows attaching files directly to each row, and I am considering using this as a single source of truth for project documentation (instead of linking to SharePoint).

My questions to the community:

* Do you consider Smartsheet attachments suitable as the primary document storage for project documentation?
* How do you handle:* version control / revisions
* ensuring only the latest revision is used

* Have you experienced any limitations regarding:* performance
* scalability
* governance

Context / concern

From a project execution perspective, this approach is very efficient (everything in one place).

However, I am concerned about:

* long-term document control
* audit traceability
* alignment with company DMS (SharePoint)

Goal

I am looking for a low-effort, high-efficiency setup that still ensures proper document control.

Thanks in advance for your insights!

Jeff_ry · Answer

Thanks Nitish,

are there any limitations regarding the size of the documents or the total size of a sheet? What is your experience? Or is this only a row, which limits?

Thank you for your answers, I will give it a try.

Nitish K · Answer

Hi @Jeff_ry

For the questions you mentioned above these are the answers as per my knowledge

1) Do you consider Smartsheet attachments suitable as the primary document storage for project documentation?

Ans: Yes it is better to store documents in the smartsheet since I too do this

2)How do you handle:

version control / revisions

ensuring only the latest revision is used

Ans: For this what u can do is any attachment if u have attached on any a row , hover over it you will get three dots select that then you will see an option in the dropdown upload new version. Through this u can upload a new version of the same document

3)Have you experienced any limitations regarding:

performance

scalability

governance

Ans: This depends actually sometimes if the rows of data are many then I too face this issue a lot. So what I usually do is incase if the data fills up a lot I tend to move the old data using automations to a backup sheet so that it will be there without any loss. U too can do this its helpful

I hope I have answered your question in the simplest way possible