Smartsheet Capabilities
Last updated: October 8, 2024
After this article...
You'll understand the capabilities our Smartsheet integration provides, and how Lumos interacts with the Smartsheet API.
View users
The mapping between Smartsheet user statuses and Lumos user account statuses is below.
Smartsheet User Status | Lumos Account Status |
ACTIVE | Active |
DECLINED | Deprovisioned |
DEACTIVATED | Suspended |
deleted (Smartsheet no longer returns a user) | Deprovisioned |
Smartsheet API endpoint: https://smartsheet.redoc.ly/tag/users#operation/list-users (we parse the user status field)
View a user's entitlements
Lumos can retrieve the following user entitlements from Smartsheet.
Role - Whether the user is a Smartsheet Administrator, Licensed Sheet Creator, Group Administrator, or Resource Viewer.
Smartsheet API endpoint:
Role: https://smartsheet.redoc.ly/tag/users#operation/get-user (we parse the user admin, licensedSheetCreator, groupAdmin, and resourceViewer fields)
If a user has a Licensed Sheet Creator role in Smartsheet but their status is Declined or Deactivated in Smartsheet, the Licensed Sheet Creator Role will not appear in Lumos)
View a user's last login
In Lumos, the Last Login value represents the last time the user logged into Smartsheet.
Smartsheet API endpoint: https://smartsheet.redoc.ly/tag/users#operation/get-user (we parse the user's lastLogin field)
Downgrade a user
AppStore | Offboarding | Access Reviews | License Management |
N/A | ✅ | ❌ | ✅ |
In Lumos, downgrading a Smartsheet user removes their "Licensed Sheet Creator" and "Resource Viewer" roles from the Roles column. If you choose to transfer data during the downgrade, the user will also be removed from the "Group Admin" role.
In Smartsheet, this action removes the user's "Licensed Sheet Creator" and "Resource Viewer" roles. If you transfer data during the downgrade, the user will also lose the "Group Admin" role, and the recipient of the data will become the new admin of those groups.
This action reclaims a license in Smartsheet.
Smartsheet API endpoints: https://smartsheet.redoc.ly/tag/users#operation/update-user (we always specify licensedSheetCreator and resourceViewer as false. If you transfer data, we also set groupAdmin to false after transferring group ownership.
https://smartsheet.redoc.ly/tag/groups#operation/list-groups (we use this to get all groups to check for ownership, if you choose to transfer data)
https://smartsheet.redoc.ly/tag/groups#operation/update-group (if you choose to transfer data and we see that the ownerId of a group is the same as the user being downgraded, we change the ownerId to the new user you specify).
Transfer data
AppStore | Offboarding | Access Reviews | License Management |
N/A | ✅ | ❌ | ❌ |
In Lumos, transferring a Smartsheet user's data to another user has no impact on data in Lumos. This can only be executed when choosing the "Deprovision Account" or "Downgrade License" options during Offboarding. See📄 Offboarding Employees in Lumos
In Smartsheet, this action transfers a user's owned reports, sheets, Sights, workspaces, and any shared templates to another user.
Smartsheet API endpoints:
Deprovision a user
AppStore | Offboarding | Access Reviews | License Management |
N/A | ✅ | ✅ | ✅ |
In Lumos, deprovisioning a Smartsheet user marks their Account Status as "Deprovisioned".
In Smartsheet, this action removes a user from your organization's account. The user is transitioned to a free collaborator with read-only access to their owned reports, sheets, Sights, workspaces, and any shared templates (unless those are optionally transferred to another user).
This action reclaims a license in Smartsheet.
Smartsheet API endpoint: https://smartsheet.redoc.ly/tag/users#operation/remove-user (we always specify removeFromSharing as true)
If you choose to transfer data during deprovisioning, we also specify transferSheets as true and transferTo with the ID of the user to whom data will be transferred. More info on transferring data can be found here.