VOOZH about

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

⇱ Build Automated Workflows with Live Smartsheet Data in Workato

Build Automated Workflows with Live Smartsheet Data in Workato

👁 Jerod Johnson
Jerod Johnson
Director, Technology Evangelism
Use CData Connect AI to connect to live Smartsheet data and build automated workflows in Workato.

Workato is a cloud-based automation platform that helps businesses integrate applications and automate workflows. When paired with CData Connect AI, you get instant, cloud-to-cloud access to Smartsheet data for visualizations, dashboards, and more. This article shows how to connect to Smartsheet and build workflows with live Smartsheet data in Workato.

CData Connect AI provides a pure SQL Server, cloud-to-cloud interface for Smartsheet, allowing you to easily build visualizations from live Smartsheet data in Workato. As you build automations, Workato generates SQL queries to gather data. Using optimized data processing out of the box, CData Connect AI pushes 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 Workato

Connectivity to Smartsheet from Workato is made possible through CData Connect AI. To work with Smartsheet data from Workato, 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 Workato.

Automate Smartsheet Data Workflows in Workato

To establish a connection from Workato to the CData Connect AI Virtual SQL Server, follow these steps.

  1. Log into Workato.
  2. In the navigation bar, click Projects.
  3. In your new (or existing) project, click Create > Connection. 👁 Creating a new Connection.
  4. In the search bar, enter "SQL Server" and open the Connect to SQL Server screen.
  5. In Connect to SQL Server, enter the connection name and the following connecting settings:
    • Location: enter the name of the project.
    • Connection type: select Cloud.
    • Host: enter tds.cdata.com
    • Port: enter 14333
    • Username: enter your CData Connect AI username. This is displayed in the top-right corner of the CData Connect AI interface. For example, [email protected].
    • Password: enter the PAT you previously generated page.
    • Database: enter the Connection Name of the CData Connect AI data source you want to connect to (for example, Smartsheet1).
    👁 Configuring the connection to CData Connect AI.
  6. Click Connect to see the Connection established message.
  7. Next, set up your recipe. In your project, click Create > Recipe. 👁 Creating a new Recipe.
  8. In Set up your recipe, enter the name and location of your recipe.
  9. Select Run on a schedule.
  10. Select the action to occur on the schedule.
  11. Select a table from your Connect AI connection and any applicable filters. 👁 Selecting tables for the Recipe (Jira is shown).
  12. Click Save to save the recipe.
  13. Click Test Jobs to test you recipe.

Real-Time Access to Smartsheet Data from Cloud Applications

At this point, you have a direct, cloud-to-cloud connection to live Smartsheet data from Workato for workflows and automations. For more information on gaining live access to data from more than 100 SaaS, Big Data, and NoSQL sources from cloud applications like Workato, refer to our Connect AI page.