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URL: https://www.cdata.com/kb/tech/smartsheet-cloud-power-query.rst

⇱ Work with Live Smartsheet Data in Power Query

Work with Live Smartsheet Data in Power Query

👁 Jerod Johnson
Jerod Johnson
Director, Technology Evangelism
Use CData Connect AI to connect to Smartsheet data and work with live Smartsheet data in Microsoft Power Query.

Power Query is a data transformation and data preparation engine. When paired with CData Connect AI, you get instant, cloud-to-cloud access to Smartsheet data from Power Query. This article shows how to connect to Connect AI from Power Query through Microsoft Excel and get live access to Smartsheet data for transformation and preparation.

CData Connect AI provides a pure SQL, cloud-to-cloud interface for Smartsheet, allowing you to easily integrate with live Smartsheet data in Power Query — without replicating the data. CData Connect AI looks exactly like a SQL Server database to Power Query and uses optimized data processing out of the box to push all supported SQL operations (filters, JOINs, etc) directly to Smartsheet, leveraging server-side processing to quickly return Smartsheet data.

About Smartsheet Data Integration

CData provides the easiest way to access and integrate live data from Smartsheet. Customers use CData connectivity to:

  • Read and write attachments, columns, comments and discussions.
  • View the data in individuals cells, report on cell history, and more.
  • Perform Smartsheet-specific actions like deleting or downloading attachments, creating, copying, deleting, or moving sheets, and moving or copying rows to another sheet.

Users frequently integrate Smartsheet with analytics tools such as Tableau, Crystal Reports, and Excel. Others leverage our tools to replicate Smartsheet data to databases or data warehouses.


Getting Started


Configure Smartsheet Connectivity for Power Query

Connectivity to Smartsheet from Power Query is made possible through CData Connect AI. To work with Smartsheet data from Power Query, we start by creating and configuring a Smartsheet connection.

  1. Log into Connect AI, click Sources, and then click Add Connection
    2. 👁 Adding a Connection
  2. Select "Smartsheet" from the Add Connection panel
    3. 👁 Selecting a data source
  3. Enter the necessary authentication properties to connect to Smartsheet.

    Smartsheet uses the OAuth authentication standard. To authenticate using OAuth, register an app to obtain the OAuthClientId, OAuthClientSecret, and CallbackURL connection properties.

    However, for testing purposes you can instead use the Personal Access Token you get when you create an application; set this to the OAuthAccessToken connection property.

    👁 Configuring a connection (Salesforce is shown)
  4. Click Save & Test
  5. Navigate to the Permissions tab in the Add Smartsheet Connection page and update the User-based permissions. 👁 Updating permissions

Add a Personal Access Token

When connecting to Connect AI through the REST API, the OData API, or the Virtual SQL Server, a Personal Access Token (PAT) is used to authenticate the connection to Connect AI. It is best practice to create a separate PAT for each service to maintain granularity of access.

  1. Click on the Gear icon () at the top right of the Connect AI app to open the settings page.
  2. On the Settings page, go to the Access Tokens section and click Create PAT.
  3. Give the PAT a name and click Create. 👁 Creating a new PAT
  4. The personal access token is only visible at creation, so be sure to copy it and store it securely for future use.

With the connection configured and a PAT generated, you are ready to connect to Smartsheet data from Power Query.

Working with Live Smartsheet Data in Power Query

With the connection to Connect AI configured, you are ready to work with live Smartsheet data in Power Query.

  1. In Microsoft Excel, open the Power Query Editor (from the Data ribbon, click Get Data -> Launch Power Query Editor) 👁 Opening the Power Query Editor
  2. Click New Source -> SQL Server 👁 Creating a new SQL Server Source
  3. In the SQL Server database modal:
    • Set Server to tds.cdata.com,14333
    • (Optional) Set Database to the name of the Smartsheet connection (e.g. Smartsheet1 )
    👁 Configuring the Server
  4. In the SQL Server credentials modal, select "Database" and
    • Set User to your Connect AI username (e.g. [email protected] )
    • Set Password to the PAT for the above user
    👁 Configuring the credentials
  5. Click Connect
  6. Select the table(s) you wish to work with in the Navigator and click "OK" 👁 Selecting the table(s) (Salesforce is shown)

At this point, you have live access to Smartsheet data from Power Query for transformation and preparation.

👁 Working with data in Power Query (Salesforce is shown)

SQL Access to Smartsheet Data

Now you have a direct connection to live Smartsheet data from Microsoft Power Query. You can create more connections and transform and preparte your data to better drive business — all without replicating Smartsheet data.

To get real-time data access to hundreds of SaaS, Big Data, and NoSQL sources directly from your cloud applications, sign up for a free trial of CData Connect AI.