This guide walks you through building an integration workflow in Unite. You learn how to sync data between Smartsheet and your connected application, set up field mappings, apply filters, and automate updates across systems.
Prerequisites
You need an active Unite subscription or trial before creating a workflow. Review the following before you start.
Permissions
- Smartsheet license: Active licensed user. US region only; EU and Gov regions are not currently supported.
- Application access: Valid credentials for the external application, such as Azure DevOps, Workday, or ServiceNow.
Account connection
Your account must be connected before you build a workflow. See Connecting an account in Unite if you haven't authorized your external system yet.
Choosing your integrated sheet
You can use an existing sheet or create a new one.
Use an existing sheet. Ideal if your sheet is already structured for integration. You can add new columns to it during field mapping.
Create a new sheet. Recommended if your existing sheets are not structured appropriately, or if you are starting a trial. Unite generates a new sheet with the core columns required to support integration, including columns for system ID, row type, and error messages. The new sheet is placed in your Smartsheet Sheets folder and can be moved or renamed. After the workflow is created, you can modify column types, add formulas, set up automations, or restructure the layout to suit your reporting needs.
Data synchronization options
Unite supports two types of synchronization behavior: how fields map between systems, and whether new rows or records are created.
Field mapping
- One-way sync to Smartsheet: Data flows from your external system into Smartsheet. Use this when Smartsheet is used for reporting or tracking and should always reflect the source of truth from another application. Mapped fields are overwritten during each sync.
- Two-way sync: Data flows in both directions between Smartsheet and the external system. Each system reflects the most recent changes, no matter where the data was updated.
Row and record creation
- New rows to Smartsheet: By default, Unite creates new rows at the bottom of your sheet when new records are added to the connected application.
- New rows to the external app: When enabled, new rows created in Smartsheet push into the external application as new records. This is commonly used to push newly scoped work items, financial records, or requests created during project execution back into the system of record.
You can enable or adjust these features at any time. As your Smartsheet solution evolves, revisit your workflow settings to update field mappings, filters, and whether new records are created in your external system from Smartsheet.
Creating a workflow
After your account is connected, follow the steps below to build your workflow.
Step 1: Settings tab
- Click the Create a New Workflow (➕) icon in the left-side rail.
- Define these settings:
- Sheet: Select from your Smartsheet sheets or create a new one. New sheets automatically include the columns required for field mapping. You can also add columns to an existing sheet.
- Account: Choose your connected application account. If you have connected multiple accounts, you see more than one available for selection.
- Sync frequency: Trial users can select Manual. Paid plans unlock hourly, daily, weekly, and monthly intervals. This controls how often data is refreshed between systems.
The Settings tab, where you select the sheet, account, and sync frequency.
Step 2: Data tab
- Select the application-specific dataset you want to integrate. For example:
- For Azure DevOps, select the organization and project where Work Items live.
- For accounting systems, select data types like Invoices, Purchase Orders, or Expenses.
- For CRMs, choose data types like Opportunities, Contacts, and Leads.
- Choose a data format:
- Summary data: Each record is a single row in Smartsheet. Use this for datasets that do not require nested or hierarchical structures. Summary data provides a flat view where each row maps directly to an object in the external system — for example, one row per invoice, task, customer, or employee.
- Detailed data: Supports hierarchical or multi-line item data. It introduces parent-child relationships in Smartsheet using indented rows. Parent rows represent the summary or header-level record (such as an invoice or epic), and child rows represent sub-components like line items or subtasks. Unite uses a designated Row Type column to distinguish parent and child rows during synchronization. Some connectors also allow updates to the hierarchy itself, so changes to parent-child structure in Smartsheet can be reflected back in the external system if bidirectional sync is enabled. Detailed data is essential for reporting across complex datasets where you need granular data points.
The Data tab, where you select the dataset and choose Summary or Detailed format.
Step 3: Map fields tab
On this screen, you configure how data fields from your application match to columns in your Smartsheet sheet. Choose one of three options to get started.
Push to Smartsheet (recommended). Best for users starting fresh who want to get up and running quickly without selecting each field manually. Unite pulls in all available fields from the selected object or dataset and creates corresponding columns in the sheet. These fields are mapped with a default data flow direction from the external application to Smartsheet.
Sync values bi-directionally. Similar to Push to Smartsheet, but sets the default mapping direction to bi-directional, so updates in either system are reflected in the other. Only supported fields and data types allow bi-directional updates. Some fields still default to read-only depending on the connector and data type.
Configure manually. Ideal when you want precise control over field mappings. You select only the specific fields you need one by one, assign them to existing Smartsheet columns, or create new ones. Manual configuration is helpful when integrating with a Smartsheet solution that already contains formulas, conditional logic, formatting, or other solution logic that must be preserved.
Refining your mapping selection
Regardless of the option you choose, all mapped fields can be customized one by one and reviewed or edited over time. You can update field selections, change which Smartsheet columns are linked, or adjust field names to better align with your solution design.
You can also modify the sync direction for each field independently, as long as that field is not restricted by system policies or permissions. Fields designated read-only by the external application — such as auto-generated IDs, timestamps, or calculated values — are locked to a one-way sync and cannot be updated from Smartsheet. Visual indicators in the interface identify these read-only mappings.
Required field mappings
All workflows require the following default fields, regardless of data type:
- ID: Matches the source record with the row in Smartsheet.
- Row Type: Distinguishes parent and child rows.
- Sync Errors: Populates any errors returned from the external application to assist with troubleshooting.
The Map Fields tab, showing field mapping options and sync direction controls.
Step 4: Filters tab
Filters control what subset of your data is integrated between Smartsheet and the connected application. Applying filters correctly reduces data volume, improves sync performance, and targets only the most relevant records.
Filter data going to the external app from Smartsheet. Use a filter saved within your Smartsheet sheet to determine which rows are eligible to sync to the external system. For example, a filter might include only rows where Approval Status is Approved, or where Sync to System is checked. Only rows that meet the filter criteria at the time of synchronization are considered.
Filter data coming from the external app to Smartsheet. Apply one or more field-level filters using application-specific metadata. These can include status codes, tags, record owners, project IDs, or date ranges, depending on the object type. For example, in QuickBooks Online you might filter by invoice status such as Open, while in Azure DevOps you might filter work items by iteration path or work item type.
The Filters tab, where you build inbound and outbound filter criteria.
Step 5: Summary tab
The Summary screen presents a final overview before you create the workflow. On this screen, you:
- Name the workflow. The name is always editable later.
- Confirm the object type, selected Smartsheet sheet, and connection settings.
- Choose two row-level integration behaviors:
- Push new items from Smartsheet: Automatically create new records in your external system from new rows added to Smartsheet (premium plans only).
- Delete missing rows: If a record no longer exists or falls out of the filter scope, the corresponding row in Smartsheet is deleted. Leave this disabled until you are fully confident in your integrated Smartsheet solution.
- Click Create Workflow.
The Summary tab, with the Create Workflow button.