SBCUSD IT Applications Training & Support
Smartsheet - Project Management & CollaborationSBCUSDIT Applications Training & SupportSmartsheetProject Development, Management,& Collaborationfor Licensed Project ManagersRevised – 7/7/2021SBCUSD – IT Training
Smartsheet - Project Management & CollaborationSBCUSD – IT Training
Smartsheet - Project Management & CollaborationCONTENTSSMARTSHEET ACCOUNTS – WHO’S WHO. 1Paid for Licensed Account – Project Managers and Project Developers . 1Free Account – Project Team Members/Responders. 1LOGGING IN . 2GETTING STARTED . 3Create Sheet/Project from Template . 3Create Blank Sheet/Project. 3SHEET COLUMN TYPES. 4Default System Columns . 4Project Column Types and Definitions . 4CREATING COMMON CORE SHEET COLUMNS . 5Column Types . 5Core Task Project Columns in Order . 5Rename Columns . 5Add Columns . 5Move Columns . 5BUILDING SHEETS - ROWS . 6Indenting Rows . 6Save and Refresh . 6COLUMN AND ROW MENUS. 7Column Menu . 7Notable Column Menu Features . 7Row Menu . 7Notable Row Menu Features . 7SHARING SHEETS. 8Invite Collaborators . 8Sharing Permissions . 8FILE SHARING . 9Row Attachments . 9Sheet Attachments . 9CONVERSATIONS/COMMENTS . 10Row Comments . 10Sheet Comments. 10SBCUSD – IT Training
Smartsheet - Project Management & CollaborationComment Attachments. 10TRACK SHEET ACTIVITY . 11Highlight Cells Changes . 11Cell History . 11View Activity Log . 11CONDITIONAL FORMATTING . 12Conditional Formatting . 12AUTOMATED WORKFLOW – TASK REMINDERS . 13Workflow Result . 13AUTOMATED WORKFLOW – ALERT SOMEONE . 14EXAMPLE ALERT WORKFLOW . 15AUTOMATED WORKFLOW - AUTOMATED UPDATE REQUESTS . 16EXAMPLE UPDATE REQUEST WORKFLOW . 17AUTOMATED WORKFLOW - APPROVAL REQUESTS . 18EXAMPLE APPROVAL REQUEST WORKFLOW . 19EXAMPLE ALERTS AND ACTIONS AND EXAMPLE WORFLOWS SETUP . 20SEND THIS TO FIRST TIME ASSIGNEES AND OR SHEET INVITEES . 21WELCOME TO SMARTSHEET . 21SmartSheet SupportSMARTSHEET RESOURCE CENTER - SMARTSHEET VIDEOSInformation Technology Training Team - TECHTRAINING@SBSCUSD.COMSBCUSD – IT Training
Smartsheet - Project Management & CollaborationSMARTSHEET ACCOUNTS – WHO’S WHOPAID FOR LICENSED ACCOUNT – PROJECT MANAGERS AND PROJECT DEVELOPERSDistrict Directors, Assistant Directors, Managers, Supervisors and the like, can purchase a Smartsheet license inorder to create, develop, build, and manage Smartsheets/Smartsheet Projects. This would also allow them toinvite free Smartsheet account holders to edit basic content in a sheet/project.FREE ACCOUNT – PROJECT TEAM MEMBERS/RESPONDERSAny District team member can create a free Smartsheet account at Smartsheet.com. This would make themavailable to respond to licensed Smartsheet project manager sheets. They could be shared to a sheet in order tologin to the sheet and make basic changes and or respond to Smartsheet Update Requests.NOTE: Smartsheet licensed accounts are acquired by the District in packs of 3. The Purchasing Departmentwill open a purchase requisition and follow up on your acquiring of an account.SBCUSD – IT TrainingPage 1
Smartsheet - Project Management & CollaborationLOGGING IN1. Point a web browser to WWW.SMARTSHEET.COM2. Click on the Log In button3. Enter your username4. Example: FIRSTNAME.LASTNAME@SBCUSD.COM5. Enter your passwordNOTE – Licenses ( 300 annual), are procured by the purchasing department. Once you are licensed withSmartsheet, you will receive an email in your District inbox instructing you to log in with a temporarypassword. At that time, you can set your password as you wish.NOTE – Licensed users/project managers can create project sheets, and maintain full administrativepermissions to those projects. Colleagues who are given edit permissions through the sheet sharingfeature do not need to purchase a license. Project editors will be invited to edit projects sheets and cancreate a Smartsheet account for free.SBCUSD – IT TrainingPage 2
Smartsheet - Project Management & CollaborationGETTING STARTEDThe primary project development feature in Smartsheet are the columns you develop in the sheet. Togetheradding needed columns and defining their type is what creates the project type and the project managementapproach. With this, Smartsheet is heavily loaded with templates that cover a wide variety in project types andproject management approaches.CREATE SHEET/PROJECT FROM TEMPLATE1. Click on the Folder button in the left navigation barRELATED VIDEOSHOW TO SET UP A SHEET2. Click on the Create button in the upper right3. Click on Browse Templates4. Click on Browse All Solutions at the left5. Click on the Template Category6. Select from a number of Templates7. Click on the Use button8. In the list of sheets, click on the sheet/template you created9. Edit the sheet as need beCREATE BLANK SHEET/PROJECT1. Click on the Folder button in the left navigation bar2. Click on the Create button in the upper right, and Click on Grid3. Name your sheet and click on OKNOTE: You may create your own template by clicking on the File Menu from within your sheet selectingSave As Template SBCUSD – IT TrainingPage 3
Smartsheet - Project Management & CollaborationSHEET COLUMN TYPESBuilding your project is much like building a spreadsheet. The rows will become the project tasks you track. Thecolumns will become the criteria you track and measure for each task, as well as criteria that can be utilized totrigger automated work flow.RELATED VIDEOSCREATING AND DEFINING COLUMNSDEFAULT SYSTEM COLUMNSAttachmentsMake files available which are related to this task/rowCommentsCreate and manage comment threads related to this task/rowProofsReview and approve attached file images, videos, PDFs, and MicrosoftOffice documents, get feedback, and get approvals from stakeholdersSet reminders to trigger which are related to this task/row, create updaterequestsContains Key/Unique project information, its type cannot be changed orremovedRow Action IndicatorsPrimary ColumnPROJECT COLUMN TYPES AND DEFINITIONSText/NumberContact List DateDropdownCheck BoxSymbols Auto-Number/SystemSBCUSD – IT TrainingDefault column type, general text,or numbersDropdown List, specifically usercontact informationDate contentList of multiple choices you define,single select or multiple selectYes/NoPredefined set of symbols to createstatus or progress informationAuto generate a unique ID or itemnumberPage 4
Smartsheet - Project Management & CollaborationCREATING COMMON CORE SHEET COLUMNSCOLUMN TYPES1. Double-click on the column headings and choose Edit ColumnPropertiesRELATED VIDEOCREATING AND DEFINING COLUMNSCORE TASK PROJECT COLUMNS IN ORDERColumn NameColumn Type and UseProject TasksPrimary Column – Key Task Title/Information being trackedPriorityDropdown List - Low, Medium, HighStatusDropdown List - Not Started, At Risk, In Progress, Ready for ReviewAssigned ToContact List – Assign task to this person(s)/contact(s)Start DateDate – Create start dates for tasksDue DateDate – Create due dates for the tasksApprovalDropdown List - Submitted, Approved, DeclinedCompletedCheck Box – Yes, No checkmarkRENAME COLUMNS1. Right-click on the column heading and choose renameADD COLUMNS1. Right-click on a column heading next to where you wish to place a new column2. Choose Insert Column Left or Insert Column RightMOVE COLUMNS1. Click and Drag columns headings horizontally across the sheet and drop them in the desired locationSBCUSD – IT TrainingPage 5
Smartsheet - Project Management & CollaborationBUILDING SHEETS - ROWSRows are a key element in your sheet and can contain project criteria, like project task names, order information,due dates, task status and much more. Rows can also include additional project information, like file attachmentsand comments.1. Enter task names/phrases in Task Name column for each task you need to track in the projectGrouping related tasks together in contiguous rows will help you work with them and track them later.2. Right-click in a task row which is the first row per a related group of task and choose Insert Row3. Enter a task group name above the related task groups4. Repeat these steps until you have entered all projects tasks and task group rows5. Enter and set data in each cell along each rowNOTE – You can use AutoFill Down in Smartsheet as you would in Excel.INDENTING ROWSRather than facing hundreds of rows in one project, you easily condense your data so you can focus on a relatedset or group of tasks.1. Highlight a related set of task rows (hold shift and click on the first row and the last row in the range)2. Click on the Indent button in the toolbar aboveParent rows can be collapsed or expanded, helping you to concentrate on certain parts or yourprojects at one time.NOTE – You can create as many child relationships as you wish by further indenting rows.SAVE AND REFRESH1. To save your sheet, click on the Save button in the toolbar above2. To refresh your sheet, click on the File menu and choose RefreshSBCUSD – IT TrainingPage 6
Smartsheet - Project Management & CollaborationCOLUMN AND ROW MENUSCOLUMN MENUAll columns maintain a number of features which are available in the Column Menu inthe column heading.1. Point to a column heading, and click on the Column Menu (triple dot icon)2. Select from a number of common column functions andfeaturesNOTABLE COLUMN MENU FEATURESInsert ColumnInsert columns left or right as neededLock ColumnLock a column so other sheet users maynot change data in that columnFreeze ColumnFreeze the column and any left of it, inorder to keep columns visible at left ofsheetChange column names, or change thecolumn typeColumn PropertiesROW MENUAll rows maintain a number of features which are available in the Row Menuimmediately right of the row number.1. Point to a row number, and click onthe Row Menu (triple Dot) icon2. Select from a number of common row functions and featuresNOTABLE ROW MENU FEATURESInsert RowInset a row above or below as neededEditProduces a form view allowing you toedit any cell’s contents in that rowLock a row so other sheet users may notchange data in that rowSend an update request per this row toany team member or assigned tomemberLock RowSend Update RequestSBCUSD – IT TrainingPage 7
Smartsheet - Project Management & CollaborationSHARING SHEETSInvite others to collaborate or edit and change sheet content.Sharing a sheet with someone enables them to log in to Smartsheetand access the sheet based on the permission level you assign them.RELATED VIDEOSHARING SHEETSINVITE COLLABORATORS1. Click on the Share button in the upper right of your sheet2. In the Invite Collaborators field type the email addresses of organization members,and or outside peoples or vendors, and or group names (if groups have been created by the groupadministrator)OR3. Click on the Select Contacts button to select organization members and any other contacts orcontact groups which you have added to your accountNOTE – You can create a contacts list from within your account menu in the lower left.4. Use the Permissions Dropdown List to assign appropriate sheet permissions to the inviteesNOTE – You can return to this share window anytime to remove members or edit their permission levels.SHARING PERMISSIONSViewerEditor – cannot shareEditor – can shareAdminNo license needed, can view all information in sheet, cannot modify anysheet dataNo license needed, can edit sheet data, enter and edit comments, add files,they cannot modify the column layout, cannot add sharesNo license needed, can edit sheet data, enter and edit comments, add files,can share the sheet, they cannot modify the column layoutMust be licensed user, can edit sheet data, enter and edit comments, addfiles, modify columns, add/manage shares and permissions5. Click on Invite Details and enter a subject line explaining what’s being shared6. Click on the Share Sheet buttonNOTE – The recipient of the sharing invite will receive an email with a link to the sheet. If they have anaccount, they can view it immediately. If the recipient does not have an account, the will be prompted tocreate an account at no charge. See this document’s final page, Send This to First Time Assignees and orSheet Invitees in order to properly inform first time Smartsheet users of basic Smartsheet use.NOTE – Your Assigned To team member(s) would most probably maintain share permissions at edit level.Remember the Lock Columns and or Rows feature once you have shared your sheet with others.SBCUSD – IT TrainingPage 8
Smartsheet - Project Management & CollaborationFILE SHARINGROW ATTACHMENTSYou can attach a file that is directly related to a row by using therow attachment feature.RELATED VIDEO1. Click on the Attachments icon in the row you wish to attacha file toATTACHMENTS AND FILE SHARING2. In the Attachments window click on the Attach Files button3. Select from the various web file sharing platforms or choose to upload a file via your computer4. Browse to the file on your computer and click on OpenOR5. Log into the selected web file sharing platform, click on Allow, select the file and, click on the SelectbuttonSHEET ATTACHMENTS1. Click on the Attachments button at the right of the sheet2. In the Attachments window click on the Attach Files button3. Select from the various web file sharing platforms or choose to upload a file via your computer4. Browse to the file on your computer and click on OpenOR5. Log into the selected web file sharing platform, click on Allow, select the file and, click on the SelectbuttonNOTE – Uploaded files from the supported web file sharing platforms will always maintain the latestversion of the file when it is edited within the supported platform.SBCUSD – IT TrainingPage 9
Smartsheet - Project Management & CollaborationCONVERSATIONS/COMMENTSUsing comments in your sheet, creates an archive of relevant notes,links, and files that collaborators can access, modify, and reply to atany time. Comments with their links and attachments is an excellentway to coordinate efforts.RELATED VIDEOUSING COMMENTSROW COMMENTS1. Click on the Comments button in the row you wish to create a comment for2. In the Comments window enter a comment3. Click on the Add attachment button to add an attachment or web link to this comment or commentthread (optional)SHEET COMMENTS1. Click on the Comments button at the right of your sheet2. In the Comments window enter a comment3. Click on the Add attachment button to add an attachment or web link to this comment or commentthread (optional)NOTE – You can Tag People in Comments with an @, this will notify them of the comment. If they'reshared to the sheet, they'll receive a notification that includes a link to the comment so they can quicklyfind it and respond.COMMENT ATTACHMENTSYou can attach a file that is directly related to a comment by using the comment attachment feature.1. Click on the Comments button in the row you wish attach a file to2. In the Comments window click on the Attach icon3. Select from the various web file sharing platforms or choose to upload a file via your computer4. Browse to the file on your computer and click on OpenOR5. Log into the selected web file sharing platform, click on Allow, select the file and, click on the SelectbuttonNOTE – All team members this sheet has been shared will receive a notification (upper left notificationfeature) of sheet or row comments. If they maintain edit level share permissions, they can then reply,attach supporting files, and add web links to the comment thread.SBCUSD – IT TrainingPage 10
Smartsheet - Project Management & CollaborationTRACK SHEET ACTIVITYHIGHLIGHT CELLS CHANGES1. Click on the Highlight Changes button in the button bar above2. In the Highlight Cells window click the ON/OFF toggle to turn the featureon3. In the Highlight changes in the last: Dropdown List, choose a time framefor which cells have changedCELL HISTORY1. Right-click on any cell and choose View Cell HistoryYou can view who changed the cell, when the cell was change andwhat was changed.VIEW ACTIVITY LOGThe Activity Log gives sheet owners, admins, and editors one place to see who has viewed a sheet, what changeswere made, and when those activities occurred.1. Click on the Activity Log button at the right of the sheet2. Click on the Filters Dropdown arrow, and select sheet actions to filter the activities by action types3. Select a date range for your filters in order to narrow you filter down to a known time frameRELATED VIDEOSTRACK AND VIEW SHEET ACTIVITYNOTE – Sheet Owners see all sheet activities since the sheet was created. Admins and Editors see all sheetactivity since they were shared to the sheet.SBCUSD – IT TrainingPage 11
Smartsheet - Project Management & CollaborationCONDITIONAL FORMATTINGConditional formatting can change the look of cells in your sheetwhen they meet certain conditions.1. To create conditional formatting rules, clickon the Conditional Formatting button in thetoolbar aboveRELATED VIDEOCONDITIONAL FORMATTING2. In the Conditional Formatting window, click on the Add New Rule button3. A new rule will appear in the window below.CONDITIONAL FORMATTING set condition this formatentire rowSelect a column you wish track value changes in, excellent for looking after thePriority column in combination with the Due Date ColumnSelect from various font schemas, colors, as well as row color to visually alert youto condition change that are metLeave at entire row or select which columns cells in the row will receive theformats when the condition is metNOTE: Per the formatting, use Taskbar to apply formats to Calendar View and Card View. In order for thisto work, you will need to apply the format to the entire row.NOTE – You can set as many conditions as you wish when creating a rule. To do so, click on the dropdownarrow at the left of the rule and choose Add Condition (AND).SBCUSD – IT TrainingPage 12
Smartsheet - Project Management & CollaborationAUTOMATED WORKFLOW – TASK REMINDERSThe Set a Reminder feature will automatically send a reminder in regards to task dates.1. Point to a row number, and click on the Row Menu (triple Dot)icon for the row you wish to set a reminder forRELATED VIDEOREMINDERS2. Choose Set Reminder 3. Select who will receive the reminder4. Select a date the reminder will arrive5. Click on OKWORKFLOW RESULTSBCUSD – IT TrainingPage 13
Smartsheet - Project Management & CollaborationAUTOMATED WORKFLOW – ALERT SOMEONEThe Alert Someone feature will automatically alert you or a team member when particular sheet conditionsexist.1. Click on the Automation menu above the sheetand choose Alert Someone RELATED VIDEOALERTS2. In the top of the window, enter a unique WorkflowName for this new workflow3. In the Trigger Dropdown List, choose a trigger condition4. Select when the workflow will be triggered5. Select who will be alerted6. Click on SaveSBCUSD – IT TrainingPage 14
Smartsheet - Project Management & CollaborationEXAMPLE ALERT WORKFLOWAlert Someone WorflowThe task assignee willreceive an email alert.Assignee can login and further reviewtask information and make updatesas they wish.SBCUSD – IT TrainingPage 15
Smartsheet - Project Management & CollaborationAUTOMATED WORKFLOW - AUTOMATED UPDATE REQUESTSThe Send an Update Request feature will automatically request updates on specific rows.1. Click on the Automation menu above the sheet andchoose Request and Update RELATED VIDEOAUTOMATED UPDATE REQUEST2. In the top of the window, enter a unique Workflow Name for this new workflow3. In the Trigger Dropdown List, and choose a When adate is reached4. For the When field, choose Run once5. Choose 5 days before6. Choose Date field, and select Due Date7. Select when the request will be sent8. Click on Add a condition to add column field conditions(optional)9. Select who will be alerted when the above conditions aremet10. Click on Customize message, and Specific fields to selectwhich column data will be editable from within the updaterequest11. Click on SaveSBCUSD – IT TrainingPage 16
Smartsheet - Project Management & CollaborationEXAMPLE UPDATE REQUEST WORKFLOWUpdate Request Alert RuleThe task assignee willreceive an updaterequest email with a linkto a form which containsthese columns’ editabledata displayed.The assigned team member respondsand changes field values in the formand hits submit.The sheet is updated with the changes.SBCUSD – IT TrainingPage 17
Smartsheet - Project Management & CollaborationAUTOMATED WORKFLOW - APPROVAL REQUESTSThe Send Approval Request feature will automatically initiate a request for approval on tasks in the sheet.1. Click on the Automation menu above the sheetand choose Set up an Approval Workflow RELATED VIDEOAPPROVAL REQUEST2. In the top of the window, enter a unique Workflow Name for this new workflow3. In the Trigger Dropdown List, choose a When rows are changed4. For the When field, choose Status5. Select changes to Ready for Review6. Select when the request will be sent7. Select who will be alerted when the above conditions are met8. Under Save response in, choose Approval9. Click on Customize message, and Specific fields to select whichcolumn data will be editable from within the approval request10. Click on SaveSBCUSD – IT TrainingPage 18
Smartsheet - Project Management & CollaborationEXAMPLE APPROVAL REQUEST WORKFLOWApproval Request Alert RuleWhitney will receive arequest approval emailwith a link to a formwhich contains thesecolumns editable datadisplayed.Whitney responds and changes fieldvalues, as well as approving the task ornot in the form and hits submit.The sheet is updated with the changes.SBCUSD – IT TrainingPage 19
Smartsheet - Project Management & CollaborationEXAMPLE ALERTS AND ACTIONS AND EXAMPLE WORFLOWS SETUPSBCUSD – IT TrainingPage 20
Smartsheet - Project Management & CollaborationSEND THIS TO FIRST TIME ASSIGNEES AND OR SHEET INVITEESNOTE - SHARE THIS DOCUMENT with Task Assignees and or Sheet Invitees before inviting or requesting anupdate if they have never been prompted to do any Smartsheet work previously.WELCOME TO SMARTSHEETSmartsheet is an application for project management and collaboration. It is used to assign tasks, track projectprogress, share documents, and manage other work. Even though you are not a Smartsheet Project Manager orSmartsheet account holder, you may be prompted by a Smartsheet Project Manager in the District to updateinformation within a project sheet or be invited to edit the project sheet.When a Smartsheet Project Admin invites you to edit a Smartsheet project sheet or they prompt you to update aproject, you'll receive an email to either udpate the project (Update Request), or edit the project sheet (Invite toEdit Sheet).Receiving an Update Request Looks Like ThisHave you received a Smartsheet Update Requestfrom a project manager? Simply click on the OpenUpdate Form button in the email. You will see theUpdate Request form and can edit any of the fieldsit contains. The idea is that without having to seeor access the acutal project sheet, you can edit theavailable form fields in the Update Request andsubmit this information to the project sheetautomatically. That’s it, your done. SBCUSD – IT TrainingReceiving an Invite to Edit a Project Sheet Looks LikeThisHave you been invited to edit and or share a projectsheet in Smartsheet for
Jul 07, 2021 · Enter task names/phrases in Task Name column for each task you need to track in the project Grouping related tasks together in contiguous rows will help you work with them and track them later. 2. Right-click in a task row which is the first row per a related group of task and choose Insert Row 3. Enter a task
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