This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Export field data to Smartsheet bot to create or update records in Smartsheet.
Use case: When collecting documents from your employees, you need to automatically create records for new employees or update the existing employee information in Smartsheet.
How to set up
To add the bot:
1. Add a new action by clicking the plus icon.
2. Choose Bot and search for the Export data fields from Smartsheet bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
To connect the bot to your Smartsheet account, click Connect in the Destinationsection. In the new window, enter your Smartsheet credentials.
Using the three dot connection menu, you can disconnect the current account or connect to different accounts anytime.
Next, select a Sheet to export data to. Click Continue (2) to move to the next section.
Lookup
In the Find record section, select the action that should be performed with the record in Smartsheet:
Action | Explanation |
Always add a new record | A new record will be created every time the bot runs. Use this option if you want to ensure that a new record is always added, without any updates to existing ones.
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Update an existing record | An existing record in CRM will be updated if a matching row is found. Use this option if you want to modify existing records and avoid creating new ones. |
Update a record or create one if none is found | The bot will try to find an existing record in CRM and update it if a match is found. If no match is found, it will add a new record. Use this if you want flexibility — to update existing records or add new ones when needed. |
If you choose Only update if a match is found or Update or add if no match is found, specify how the bot will find the correct Smartsheet row. Start by selecting a column that has to work as a lookup.
Then, select the value type that your column has to match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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After that, provide the value that must match the column value, according to your choice. You can add as many lookups as you need by clicking Add match.
Click Continue to move to the next section.
Mapping
In Data mapping, click Map fields to link Smartsheet columns with the corresponding fields in your document.
A pop-up window will appear. Drag and drop columns onto the corresponding document fields.
Click Continue to move to the next section.
Testing
In the Test section, simulate the bot's performance by clicking Test.
For testing, you’ll have to provide valid data for all mapped fields. A success message confirms proper configuration. Any errors will be displayed as an error message.
Note: Testing the bot will update or create real rows in Smartsheet. To prevent changes to actual data, use test records instead of real ones during setup and testing.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.