Integrate with Smartsheet
Aha! Roadmaps connects the why to the what — your strategic vision to the work records that will help you implement it. If your company uses Smartsheet to manage and analyze that implementation, then it is critical that teams in both products can see the same data without any sort of manual updates. The Smartsheet integration connects Aha! Roadmaps and Smartsheet, so Aha! Roadmaps records can automatically update Smartsheet columns, and changes made in Smartsheet can update your Aha! records. You can customize the integration — what syncs, how it syncs, and in which direction — to fit your team's needs. And when you are done, product and project management teams can deliver their best insights on your company's most impactful plans, without ever leaving their tool of choice.
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Prerequisites
Integration type |
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Aha! level |
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Required user permissions: Configuration |
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Required user permissions: Use integration |
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Associated record types |
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Overview
This integration is bidirectional, meaning that you can send Aha! Roadmaps data to Smartsheet as columns, and updates made in Smartsheet can flow back into Aha! Roadmaps. In your field mappings, you can configure the flow of data (one- or two-way data sync) for each field.
Two items about the integration are worth noting:
Smartsheet does not support formatted text, so formatted text will be sent with its HTML tags, e.g.
<p>This is a paragraph</p>. That way, when data is updated in Smartsheet and sent back to Aha! Roadmaps, the formatting will be consistent.All Aha! records except requirements can be created as a row in Smartsheet, and will appear as an import candidate in the integrations modal. Requirements cannot be imported because they cannot exist without a parent feature.
Configure your integration
To set up an integration with Smartsheet, you need to be a workspace owner in Aha! Roadmaps for the workspace you wish to integrate. You will also need to have a Smartsheet account and an API key generated from that account.
Ready? Let's get started!
Navigate to Settings ⚙️ -> Workspace, and then click the + icon next to Integrations in the left navigation bar.
Choose Smartsheet in the Task tracking grouping.
Enter a name in the Integration name field. You should name your integration with a unique identifier based on the configuration settings you make.
On the Configure Account tab, enter an API key. You can generate a new API access token in Smartsheet by navigating to Account -> Apps & Integrations -> API access.
In the Select workspace tab, choose the Smartsheet workspace to integrate with your Aha! workspace. Note: You cannot change this selection once you have enabled the integration.
Configure mappings
In the Mappings tab, you can configure how records are mapped in Aha! Roadmaps to records in your Smartsheet project. The default mappings are between Aha! features and Smartsheet data sheets, but you can add additional record types (such as initiatives, releases, or epics) to define the scope of data you want to send to Smartsheet.
For each record mapping, you can also specify your field mappings. While not every organization needs to customize their field mapping, you do need to define the way statuses are mapped.
For each record, click the Field mapping link below the first field.
Locate the Status field at the bottom of the section, and then click the Configure ⚙️ icon.
In the Configure modal, matching values are automatically mapped initially, and then you can manually rearrange statuses to your preferred mappings as needed. Values may map one-to-one or one-to-many.
You can map Aha! fields that have predefined choices (such as predefined choices, predefined tags, or feature types) only if your Smartsheet dropdown has options in it. The Aha! Roadmaps and Smartsheet options do not need to match, but both tools have to have some choices to map together. Otherwise, you will not be able to map the two fields.
Click Save and continue to save your mappings.
Enable the integration
In this section, we will configure how you want data to flow between Aha! Roadmaps and Smartsheet.
In the Updates from Smartsheet tab:
Webhook: The webhook will be installed automatically. It is important to note that each Smartsheet integration's webhook runs as a particular Aha! user. That user needs to have permissions in your Smartsheet account. You can only import data from Smartsheet that your integration has access to, as defined by the API key you used in the Configure Account step of the integration builder.
Importing: By default, you will need to approve new records before importing them from Smartsheet. All Aha! records except requirements can be created as a row in Smartsheet, and will appear as an import candidate in the integrations modal. Requirements cannot be imported because they cannot exist without a parent feature.
In the Updates to Smartsheet tab:
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Sending:
Approve outgoing changes: Allows teams that are new to the integration to validate what is being sent to Smartsheet and prevent unintentional changes from going through. We recommend this option until the team is familiar with how the integration works, at which point, you can switch to automatic sending.
Automatically send outgoing changes: Automatically sends changes to Smartsheet and does not require manual approval.
Test the integration
Congratulations! You're ready to test your new integration. To do this, send a feature to Smartsheet by following these steps:
Navigate to Features -> Board.
Click on a feature card, scroll to the Integrations section, then select Send to Smartsheet. A link to the Smartsheet should display in the Aha! Roadmaps feature after a few seconds. You can click on it to make sure that everything was sent to Smartsheet correctly.
You also have the ability of manually bulk sending a subset of records to Smartsheet.
Data deletion
Now that records are flowing between Aha! Roadmaps and Smartsheet, let's talk about what happens when you delete a record in either tool.
If you delete a record in Aha! Roadmaps, it will not delete the record's row in Smartsheet. Likewise, if you delete a row in Smartsheet, it will not delete the record in Aha! Roadmaps. This is intentional, so that one team cannot delete another team's work.
Manage your integration
If you have multiple Smartsheet integrations that you need to manage, use the Manage integrations report, located in:
Settings ⚙️ -> Account -> Integrations for account-level integrations.
Settings ⚙️ -> Workspace -> Integrations for workspace-level integrations.
If you run into difficulties with your Smartsheet integration, start with the integration logs.
If you get stuck, please reach out to our Customer Success team. Our team is made up entirely of product experts and responds fast.