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Tutorial: Configure Smartsheet for automatic user provisioning

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The objective of this tutorial is to demonstrate the steps to be performed in Smartsheet and Microsoft Entra ID to configure Microsoft Entra ID to automatically provision and de-provision users and/or groups to Smartsheet. For important details on what this service does, how it works, and frequently asked questions, see Automate user provisioning and deprovisioning to SaaS applications with Microsoft Entra ID.

Capabilities supported

  • Create users in Smartsheet
  • Remove users in Smartsheet when they do not require access anymore
  • Keep user attributes synchronized between Microsoft Entra ID and Smartsheet
  • Single sign-on to Smartsheet (recommended)

Prerequisites

The scenario outlined in this tutorial assumes that you already have the following prerequisites:

Step 1: Plan your provisioning deployment

  1. Learn about how the provisioning service works.
  2. Determine who will be in scope for provisioning.
  3. Determine what data to map between Microsoft Entra ID and Smartsheet.

Step 2: Configure Smartsheet to support provisioning with Microsoft Entra ID

Before configuring Smartsheet for automatic user provisioning with Microsoft Entra ID, you will need to enable SCIM provisioning on Smartsheet.

  1. Sign in as a System Admin in the Smartsheet portal and navigate to Account > Admin Center.

    Screenshot of Smartsheet Account Admin

  2. In the Admin Center page click on the Menu option to expose the Menu panel.

    Screenshot of Smartsheet Security Controls

  3. Navigate to Menu > Settings > Domains & User Auto-Provisioning.

    Screenshot of Smartsheet domain

  4. To add a new domain click on Add Domain and follow instructions.Once the domain is added make sure it gets verified as well.

  5. Generate the Secret Token required to configure automatic user provisioning with Microsoft Entra ID by navigating Smartsheet portal and then navigating to Account > Apps and Integrations.

  6. Choose API Access. Click Generate new access token.

    Screenshot of the Personal Settings dialog box with the API Access and Generate new access token options called out.

  7. Define the name of the API Access Token. Click OK.

    Screenshot of the Step 1 of 2: Generate API Access Token with the OK option called out.

  8. Copy the API Access Token and save it as this will be the only time you can view it. This is required in the Secret Token field in Microsoft Entra ID.

    Smartsheet token

Add Smartsheet from the Microsoft Entra application gallery to start managing provisioning to Smartsheet. If you have previously setup Smartsheet for SSO you can use the same application. However it is recommended that you create a separate app when testing out the integration initially. Learn more about adding an application from the gallery here.

Step 4: Define who will be in scope for provisioning

The Microsoft Entra provisioning service allows you to scope who will be provisioned based on assignment to the application and or based on attributes of the user / group. If you choose to scope who will be provisioned to your app based on assignment, you can use the following steps to assign users and groups to the application. If you choose to scope who will be provisioned based solely on attributes of the user or group, you can use a scoping filter as described here.

  • Start small. Test with a small set of users and groups before rolling out to everyone. When scope for provisioning is set to assigned users and groups, you can control this by assigning one or two users or groups to the app. When scope is set to all users and groups, you can specify an attribute based scoping filter.

  • To ensure parity in user role assignments between Smartsheet and Microsoft Entra ID, it is recommended to utilize the same role assignments populated in the full Smartsheet user list. To retrieve this user list from Smartsheet, navigate to Account Admin > User Management > More Actions > Download User List (csv).

  • To access certain features in the app, Smartsheet requires a user to have multiple roles. To learn more about user types and permissions in Smartsheet, go to User Types and Permissions.

  • If a user has multiple roles assigned in Smartsheet, you MUST ensure that these role assignments are replicated in Microsoft Entra ID to avoid a scenario where users could lose access to Smartsheet objects permanently. Each unique role in Smartsheet MUST be assigned to a different group in Microsoft Entra ID. The user MUST then be added to each of the groups corresponding to roles desired.

  • If you need additional roles, you can update the application manifest to add new roles.

Step 5: Configure automatic user provisioning to Smartsheet

This section guides you through the steps to configure the Microsoft Entra provisioning service to create, update, and disable users and/or groups in Smartsheet based on user and/or group assignments in Microsoft Entra ID.

To configure automatic user provisioning for Smartsheet in Microsoft Entra ID:

  1. Sign in to the Microsoft Entra admin center as at least a Cloud Application Administrator.

  2. Browse to Identity > Applications > Enterprise applications

    Screenshot of Enterprise applications blade.

  3. In the applications list, select Smartsheet.

    Screenshot of The Smartsheet link in the Applications list.

  4. Select the Provisioning tab.

    Screenshot of the Manage options with the Provisioning option called out.

  5. Set the Provisioning Mode to Automatic.

    Screenshot of the Provisioning Mode dropdown list with the Automatic option called out.

  6. Under the Admin Credentials section, input the SCIM 2.0 base URL of https://scim.smartsheet.com/v2 and Access Token value retrieved earlier from Smartsheet in Secret Token respectively. Click Test Connection to ensure Microsoft Entra ID can connect to Smartsheet. If the connection fails, ensure your Smartsheet account has SysAdmin permissions and try again.

    Screenshot of Token.

  7. In the Notification Email field, enter the email address of a person or group who should receive the provisioning error notifications and check the checkbox - Send an email notification when a failure occurs.

    Screenshot of Notification Email.

  8. Click Save.

  9. Under the Mappings section, select Synchronize Microsoft Entra users to Smartsheet.

  10. Review the user attributes that are synchronized from Microsoft Entra ID to Smartsheet in the Attribute Mapping section. The attributes selected as Matching properties are used to match the user accounts in Smartsheet for update operations. Select the Save button to commit any changes.

    Attribute Type Supported for filtering
    userName String ✓
    active Boolean
    title String
    name.givenName String
    name.familyName String
    phoneNumbers[type eq "work"].value String
    phoneNumbers[type eq "mobile"].value String
    phoneNumbers[type eq "fax"].value String
    emails[type eq "work"].value String
    externalId String
    roles String
    urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:department String
    urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:division String
    urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:costCenter String
    urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:manager String

  11. To configure scoping filters, refer to the following instructions provided in the Scoping filter tutorial.

  12. To enable the Microsoft Entra provisioning service for Smartsheet, change the Provisioning Status to On in the Settings section.

    Screenshot of provisioning status toggled on.

  13. Define the users and/or groups that you would like to provision to Smartsheet by choosing the desired values in Scope in the Settings section.

    Screenshot of provisioning scope.

  14. When you are ready to provision, click Save.

    Screenshot of saving provisioning configuration.

This operation starts the initial synchronization of all users and/or groups defined in Scope in the Settings section. The initial sync takes longer to perform than subsequent syncs, which occur approximately every 40 minutes as long as the Microsoft Entra provisioning service is running.

Step 6: Monitor your deployment

Once you've configured provisioning, use the following resources to monitor your deployment:

  • Use the provisioning logs to determine which users have been provisioned successfully or unsuccessfully
  • Check the progress bar to see the status of the provisioning cycle and how close it is to completion
  • If the provisioning configuration seems to be in an unhealthy state, the application will go into quarantine. Learn more about quarantine states here.

Connector limitations

  • Smartsheet does not support soft-deletes. When a user's active attribute is set to False, Smartsheet deletes the user permanently.

Change log

  • 06/16/2020 - Added support for enterprise extension attributes "Cost Center", "Division", "Manager" and "Department" for users.
  • 02/10/2021 - Added support for core attributes "emails[type eq "work"]" for users.
  • 02/12/2022 - Added SCIM base/tenant URL of https://scim.smartsheet.com/v2 for SmartSheet integration under Admin Credentials section.

Additional resources

Next steps