How can I use Salesforce to create a new Smartsheet from a Smartsheet template?

We want to use the Salesforce Connector to link data from individual smartsheets back to individual Salesforce records. However, we don't want to have to create a Smartsheet connector Workflow for each individual Smartsheet sheet, since we will have a significant number of sheets created each month.

Ex/ We have a Practice in Salesforce - each practice has a linked Project record. Whenever a new Project record is created in Salesforce, we need to create a Project Checklist in Smartsheet (where we have a Project Checklist template) to track individual tasks and subtasks for that project.

Is it possible to have Salesforce create a Practice Project Checklist in Smartsheet from the Project Checklist Template each time a Project is created in Salesforce?

Alternatively, is there a way to have Smartsheet create a new sheet from a template each time a new row is added to a "parent" sheet?

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Accepted answers

Genevieve P.

Hi @sadie_ch

Yes this could work, but you're right: you would need to manually update cell links to look to the newly created sheet in this instance.

There isn't a way to automatically link the newly created sheet back into the Intake sheet within the core Smartsheet application. @Andrée Starå is correct that the Premium add-on Control Center would be able to do this for you.

All comments

Genevieve P.

Hi @sadie_ch

No, there currently isn't a way to automatically create a new sheet using the Salesforce Connector, or by using a Smartsheet Automation.

I would suggest having one "intake" sheet that's connected to Salesforce where you can track all your Project records, and then have an alert or some other notification to let a user know when they should manually create a new sheet from that template. You could then use an INDEX(MATCH formula or cell-links to bring in data from your intake sheet, so your project sheet is kept up-to-date.

Cheers,

Genevieve

Andrée Starå

Hi @sadie_ch

I hope you're well and safe!

To add to Genevieve's excellent advice/answer.

Here's a possible workaround or workarounds

You could use the Premium App, Control Center to create the checklist automatically, and more.
You could maybe use the 3rd-party service, Zapier, to create the checklist automatically.

Would any of those options work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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sadie_ch

@Genevieve P.

Is it possible to do the reverse workflow?

Create intake sheet
Each time a row is added to the intake sheet, the pm gets a notification to create the separate project sheet
Push data from the newly created project sheet back to the intake sheet ?

The only way I can think to do that is to manually link certain cells on the intake sheet to the newly created project sheet, but that would require someone update the cell reference each time a new sheet is created...

Thanks for your help!

Genevieve P.

Hi @sadie_ch

Yes this could work, but you're right: you would need to manually update cell links to look to the newly created sheet in this instance.

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