Import tasks from Smartsheet to PPM work plan

You can import tasks that are managed in Smartsheet to a PPM project 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. Click the Administration button in the masthead.

  2. From the Administration menu, click Integrations > Agile Tool Integration.

  3. In the Instances area, Smartsheet line, click the Create Instance button +.

  4. Provide the following information.

    Field (*Required)

    Description

    *Instance Name

    Give a unique name for the instance.

    Instance names can include up to 50 characters and cannot include special characters.

    Proxy Host

    If you configured a proxy for the PPM server to access the Internet, provide the host name of the proxy.

    Proxy Port

    If you configured a proxy for the PPM server to access the Internet, provide the port of the proxy.
    *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 allow only project managers to use the administrator's access token to retrieve data from Smartsheet to PPM.

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

    Only expose sheets from this workspace or folder

    From the drop-down list, select the Smartsheet workspace or folder whose sheets can be mapped with PPM tasks.

  5. Click Save.

  6. Click Test Connection to test the connection with the instance.

    If a message appears stating that connection failed, click OK on the message, and then resolve the connection issue.

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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 to a Smartsheet sheet

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

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

  1. Open the hybrid project work plan.

  2. Open a target task.

    Tasks that can be linked to 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 data to import from Smartsheet to the linked PPM task, and click Next.

    Field (*Required) Description
    Access Token

    Provide 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 to.

    • Percent Complete
    • Actual Effort (Hrs)
    • Scheduled Effort (Hrs)
    • Estimated Remaining Effort (Hrs)
    		For each PPM task effort field, select a Smartsheet column to map to.

  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 a PPM task

You can unlink Smartsheet tasks from a PPM task.

To unlink Smartsheet tasks from a 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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