Import tasks from Smartsheet to PPM work plan (Beta)

You can import tasks that are managed in Smartsheet to PPM work plan.

Note: This is a Beta feature. For details, see Feature types.

Add a Smartsheet instance

A Smartsheet instance is an environment where the Smartsheet connector conveys the data from Smartsheet to PPM.

To add a Smartsheet instance as an administrator:

  1. From the PPM menu, select Open > Administration > Integrations.
  2. Navigate to the Enterprise Agile pane.
  3. In the Instances section, Smartsheet line, click +.

  4. Provide the required information.

    Field (*Required)

    Description

    *Instance Name

    Specify a unique name for the instance up to 50 characters in length.

    Instance names cannot include special characters.

    Proxy Host

    Host name of the proxy if you have configured a proxy for the PPM server to access the Internet.

    Proxy Port

    Port of the proxy if you have configured a proxy for the PPM server to access the Internet.

    *Access Token

    The access token used to retrieve data from Smartsheet.

    The access token is generated in Smartsheet and decides from which Smartsheet sheets you can import tasks to PPM work plan.

    For instructions on how to generate a Smartsheet access token, see the Smartsheet documentation.

    Force all users to use this Integration Token

    Select this option if you only allow project managers to use the administrator's access token to retrieve data from Smartsheet to PPM.

    Leave this option unselected if you want to allow project managers to use their access token to retrieve the Smartsheet data.

  5. Click Save.

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Set PPM project as hybrid project

Only tasks in a hybrid project where only part of the project uses agile methodology can be linked to Smartsheet tasks.

For details, see Set PPM project as hybrid project.

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Link a PPM task with a Smartsheet sheet

When you link a PPM task with a Smartsheet sheet, the tasks that are managed in Smartsheet become external tasks of the hybrid project.

To link a PPM task with a Smartsheet sheet as a project manager:

  1. Open the hybrid project work plan.
  2. Open a target task.

    Tasks that can be linked with a Smartsheet sheet must meet the following requirements:

    • The task is a leaf task.
    • The task is not a milestone.
    • The task has no manually entered actuals. Tasks with actuals only synced from time sheets can be linked with a Smartsheet project.
    • The task is not already linked to an RFC in Service Manager.
    • If the project is already integrated with Microsoft Project using an MSP plug-in or MPP file, the work plan should be fully controlled by PPM (under PPM-controlled mode) if you want to map the project tasks to Smartsheet projects.
  3. In the Hybrid Project tab, click Start Mapping.
  4. In step 1, select a Smartsheet instance, and click Next.
  5. In step 2: User Configuration, provide the following information to decide what to import to the linked task, and click Next.

    Field (*Required) Description
    Access Token

    The access token used to retrieve data from Smartsheet.

    Note: This option is available only when the administrator allows project managers to use their own access token to retrieve the Smartsheet data. For details, see Force all users to use this Integration Token.

    *Sheet Select a Smartsheet sheet to map to PPM.
    • *Task Name

    • Scheduled Start

    • Scheduled Finish

    • Assigned Resources

    • Percent Complete

    • Actual Effort (Hrs)

    For each PPM task field, select a Smartsheet column to map with.

  6. Confirm the user configuration and click Submit.

    A one-to-one mapping is established, and the mapping information is displayed under the PPM task.

    The Smartsheet logo is added in front of the PPM task, indicating that it is linked to a Smartsheet task.

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View Smartsheet task data from PPM

After a Smartsheet sheet is linked to a PPM task,

  • Wait for the background External Work Plan Sync service to import the Smartsheet tasks to the PPM project. These imported tasks are listed under the linked task as leaf tasks.

  • You cannot edit the imported tasks in the PPM project. However, any changes are synchronized from Smartsheet to PPM each time when the External Work Plan Sync service runs.

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Unlink Smartsheet tasks from PPM task

  1. Go to the Hybrid Project tab of the Task Details page for the linked task.

  2. Next to the Smartsheet instance information, click Unlink.

    A warning message pops up.

  3. Click OK.

    The link between the Smartsheet tasks and PPM task is cancelled immediately.

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