Integrating with Smartsheet

  • Rversion finale: Australia
  • Mis à jour 12 mars 2026
  • 6 minutes de lecture

    • Integrating your Software Asset Management application with the Smartsheet application enables you to track your software subscriptions and to reclaim unused licenses.

    Important :
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Tableau 1. Minimal user permissions
    Process Required user role in the Smartsheet application Authentication scopes
    Download subscriptions admin None
    Pull user activity admin None
    Reclaim subscription admin None

    Create a Smartsheet API access token

    Create an API access token for authenticating Smartsheet API requests.

    Avant de commencer

    Smartsheet Role required: admin

    Procédure

    1. From a web browser, open Smartsheet.
    2. Log in using your Smartsheet credentials.
    3. On the side navigation bar, select the account icon (Account icon.) and then select Apps & Integrations.
    4. In the Personal Settings dialog box, select API Access.
    5. Under Manage API Access Tokens, select Generate new access token.
    6. When prompted, enter a name for your API access token in the API Access Token Name field and then select OK.
      Smartsheet automatically generates and displays your API access token. For security purposes, this API access token appears only once.
    7. Copy your API access token and save it in a secure location for later use.
    8. Select OK.

    Create a Smartsheet integration profile

    Create a Smartsheet integration profile to track software subscriptions and optimize licensing for your Smartsheet applications.

    Avant de commencer

    To create a Smartsheet integration profile, request the Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) from the ServiceNow Store.

    ServiceNow Role required: sam_integrator

    Important :
    You must select the Smartsheet Spoke check box for this integration while installing optional features on the Application Manager page. For more information about choosing the required SaaS applications, see Request SaaS License Management.

    Pourquoi et quand exécuter cette tâche

    If you’re using Software Asset Workspace, the option to create the Smartsheet integration profile in Core UI is inactive.

    Procédure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select Smartsheet Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select Smartsheet from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Tableau 2. Integration Profile form
      Field Description
      Display Name Name of the integration profile.

      For example, Smartsheet Integration.
      Status Status of the integration profile.
      • If you have not published the integration profile, this field is automatically set to Draft.
      • If you have already published the integration profile, this field is automatically set to Published.
      Profile Type Type of integration profile.

      This field is automatically set to Smartsheet Subscription.
    3. View the required user roles or API permissions to minimize security risks and optimize SaaS licenses.
      Remarque :
      For more information, see Minimal user permissions table.
      1. In the Download Subscription Subflow section, verify that the Subflow field is set to Smartsheet Download Subscriptions.
        Remarque :
        The Download subscriptions check box is selected by default and you can't clear it.
      2. In the Calculate Activity Subflow section, verify that the Subflow field is set to Smartsheet Update User Activity.

        The Download Activity check box is selected by default. If you clear it, the activity scheduled job SAM - Refresh <displayname> Events isn't created.

        Important :
        To enable detailed event tracking, procure an Event Reporting add-on from Smartsheet.
        In the Analyze user activity field, you can also select the date and time starting from when you want to analyze the user activity. By default, you can analyze user activity up to 60 days prior to the current date and view events performed by individual users from the time you create this profile.
        Remarque :
        Software Asset Management pulls the events from the time that you start analyzing user activity irrespective of the profile creation date.
        You can modify this value in the Last activity threshold field of your software reclamation rules. For more information, see Review a software reclamation rule.
      3. In the Reclaim Subscription Subflow section, verify that the Subflow field is set to Smartsheet Reclaim Subscription.
        Remarque :
        The Reclaim subscriptions check box is selected by default. If you don't want to reclaim subscriptions, you can clear this check box. If you clear it, the removal candidates are created but the reclaim subscription subflow isn't triggered or the reclamation process isn't initiated.
    4. Select Save after completing all the required fields.
      Your ServiceNow instance creates a draft integration profile. The integration profile uses the Smartsheet Download Subscriptions, Smartsheet Update User Activity, and Smartsheet Reclaim Subscription subflows to retrieve user data from the Smartsheet application.

      The Connection & Credential field appears and is automatically set to sn_smrtsheet_spoke.Smartsheet.

    5. Open the connection & credential aliases record by selecting the preview icon (Preview icon.) next to the Connection & Credential field and then selecting Open Record in the record preview.
    6. On the Connection & Credential Aliases form, select the Create New Connection & Credential related link.
    7. In the dialog box, fill in the fields.
      Tableau 3. Create Connection and Credential dialog box
      Field Description
      Name Name of the connection.
      Connection URL This field is automatically set to https://api.smartsheet.com.
      Remarque :
      Based on regions, replace the Connection URL with these respective URLs:
      • Smartsheet Gov: https://api.smartsheetgov.com/
      • Smartsheet Regions Europe: https://api.smartsheet.eu/
      • Smartsheet Regions Australia: https://api.smartsheet.au/
      API Key API key for your Smartsheet application.

      Enter an API key in the api-access-token format, where <api-access-token> is the API access token that you created in Smartsheet.
    8. Select Create.
      You automatically return to the integration profile.
    9. On the integration profile form, select Validate Connection to verify the connection and credential details of this integration.
    10. After the connection is verified, select Publish.
    11. In the Publish Confirmation dialog box, select OK.
      Remarque :
      If you clear the Download Activity check box after the integration profile is published, you must revalidate the connections and then republish the integration profile because the following events occur:
      • The Status field on the integration profile form changes to Draft.
      • The Validate connection button shows up on the form.
      • The current SAM - Refresh <displayname> Activity job gets deleted.

    Que faire ensuite

    After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

    After creating an integration profile, view information about the profile in the Software Asset Workspace by navigating to License operations > User subscription > Direct integration profiles. You can select an integration profile to view the following related lists. If all of the following related lists aren't visible for an integration profile in the default view, you can select the custom integration view from the Details tab:
    • Software Models
    • Unrecognized Subscription Identifiers
    • Scheduled Jobs
    • Scheduled Job Results
    • Software Subscriptions
    • Subscription Identifier Exclusion Rule
    • Subscription User Exclusion Rule

    After creating an integration profile, you can define subscription exclusion rules to keep certain subscriptions from license cost calculations. For more information, see Subscription exclusions for SaaS and SSO applications.

    If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

    Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

    Create software entitlements for the automatically generated software models to track used software against owned software.
    Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.