---
sourceDocument: Australia Asset Management
sourceDocumentLink: https://www.servicenow.com/docs/r/it-asset-management
Release :
- australia
ft:locale :
- en-US
ft:publication_title :
- Australia Asset Management
ft:clusterId :
- itam
bundleId :
- itam
workflow :
- Technology
---
# Integrating with Smartsheet
# Integrating with Smartsheet {#ariaid-title1}
* Release version: Australia
*
* Updated March 12, 2026
*
*  6 minutes to read
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.{#integrate-with-smartsheet__table_kcp_jts_nbc__entry__3}
| Process | Required user role in the Smartsheet application | Authentication scopes |
|-|-|-|
| Download subscriptions | admin | None |
| Pull user activity | admin | None |
| Reclaim subscription | admin | None |
[Table 1. Minimal user permissions]
{#integrate-with-smartsheet__table_kcp_jts_nbc}
## Create a Smartsheet API access token {#ariaid-title2}
Create an API access token for authenticating Smartsheet API
requests.
### Before you begin
Smartsheet Role required: admin
### Procedure
1. From a web browser, open [Smartsheet](https://app.smartsheet.com/b/home).
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 {#ariaid-title3}
Create a Smartsheet integration profile to track software
subscriptions and optimize licensing for your Smartsheet
applications.
### Before you begin
To create a Smartsheet integration profile, request the Software Asset Management - SaaS License Management plugin
(sn_sam_saas_int) from the [ServiceNow Store](https://store.servicenow.com/).
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](https://www.servicenow.com/docs/access?context=application-manager&version=australia&pubname=australia-platform-administration&ft:locale=en-US) page. For more information about choosing the required SaaS applications, see [Request SaaS License Management](https://www.servicenow.com/docs/ltQ10fYPUIpL7abgEH0~7A "Request the Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) so that you can create and manage integrations with your SaaS and Single Sign-on (SSO) applications. You can use these integrations to track license usage and to reclaim unused licenses.").
### About this task
If you're using Software Asset Workspace, the option to create the Smartsheet integration profile in Core UI is inactive.
### Procedure
1. Navigate to the integration profile.
| Interface | Action |
| Core UI | 1. Navigate to AllSoftware AssetSaaS LicenseDirect Integration Profiles. 2. Select New. 3. Select Smartsheet Integration Profile. {#create-integration-profile-smartsheet__ol_ijd_bjk_qtb} |
| Software Asset Workspace | 1. Navigate to License operationsUser SubscriptionsDirect integration profiles. 2. Select New. 3. Select Smartsheet from the drop-down list. 4. Select Continue. {#create-integration-profile-smartsheet__ol_wjd_bjk_qtb} |
|-|-|
{#create-integration-profile-smartsheet__choicetable_o3p_z3k_qtb}
2. On the form, fill in the fields.
{#create-integration-profile-smartsheet__table_v44_nq1_wmb__entry__2}
| 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. {#create-integration-profile-smartsheet__ul_ex3_vql_xbc} |
| Profile Type | Type of integration profile. This field is automatically set to Smartsheet Subscription. |
[Table 2. Integration Profile form]
{#create-integration-profile-smartsheet__table_v44_nq1_wmb}
3. View the required user roles or API permissions to minimize security risks and optimize SaaS licenses.
Note:
For more information, see [Minimal user permissions](https://www.servicenow.com/docs/was8ROz3ughXeHat6YVNSg#integrate-with-smartsheet "Integrating your Software Asset Management application with the Smartsheet application enables you to track your software subscriptions and to reclaim unused licenses.") table.
1. In the Download Subscription Subflow section, verify that the Subflow field is set to Smartsheet Download Subscriptions.
Note:
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 \ 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.
Note:
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](https://www.servicenow.com/docs/QjHAOC5kmvypyG1Pph5iIQ "Use reclamation rules to cancel user subscriptions that have limited to no activity.").
3. In the Reclaim Subscription Subflow section, verify that the Subflow field is set to Smartsheet Reclaim Subscription.
Note:
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.
{#create-integration-profile-smartsheet__substeps_rcm_pwm_vcc}
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 ![]() 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.
{#create-integration-profile-smartsheet__table_ujr_ps1_wmb__entry__2}
| Field | Description |
|-|-|
| Name | Name of the connection. |
| Connection URL | This field is automatically set to https://api.smartsheet.com. Note: 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/ {#create-integration-profile-smartsheet__ul_wzd_xxp_ffc} |
| 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. |
[Table 3. Create Connection and Credential dialog box]
{#create-integration-profile-smartsheet__table_ujr_ps1_wmb}
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.
Note:
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 \ Activity job gets deleted.
{#create-integration-profile-smartsheet__ul_adf_2v3_ddc}
### What to do next
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 operationsUser subscriptionDirect 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
{#create-integration-profile-smartsheet__ul_gxp_qfk_rfc}
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](https://www.servicenow.com/docs/kwS~TWLEZdf67e7UjappHg#subscription-exclusions "Define subscription exclusions for your SaaS and SSO applications to optimize your licensing costs by keeping the excluded subscriptions out of license cost calculations.").
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](https://www.servicenow.com/docs/o5L0ctEzWkFYzYxMhh78ew "Create a child alias to set up multiple integration profiles with unique connections and manage different configurations for each integration profile.").
Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see [Review a software reclamation rule](https://www.servicenow.com/docs/QjHAOC5kmvypyG1Pph5iIQ "Use reclamation rules to cancel user subscriptions that have limited to no activity.").
Create software entitlements for the automatically generated software models to track used software against owned software.
* For more information on creating software entitlements in the Software Asset Management Core UI, see [Create entitlements in Software Asset Management Core UI](https://www.servicenow.com/docs/8ZR9KWQ1FY73pUmBw_wZRQ "Create entitlements in the Software Asset Management Core UI application to record your license details and allocate purchased software rights to users or devices.").
* For more information on creating software entitlements in the Software Asset Workspace, see [Create entitlements in workspace](https://www.servicenow.com/docs/ZvL7kERffOGQ6dpBU_744w "Create entitlements in the Software Asset Workspace to enter your license details and allocate purchased software rights to users or devices.").
* For more information on creating software entitlements using the Software Asset Management Playbook, see [Create entitlements using the guided walk-through](https://www.servicenow.com/docs/rw30KUYxwGuwCDdFtc0mOg "Use the guided walk-through playbook for a step-by-step process of creating entitlements.").
{#create-integration-profile-smartsheet__ul_cbz_vhr_sqb}
Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the [License Workbench](https://www.servicenow.com/docs/K_GziLbR~smXeeWp0kcdNw "Review reconciliation results in a simplified workbench view.") (Software Asset Management classic application) or the [License usage view](https://www.servicenow.com/docs/Ct5YAvsPFESpnVaeLwu5_w "Use the license usage view as a single plane to understand the license position of all software products, remediate non-compliance, view reconciliation results, view, or add removal candidates, and view Software Asset Management related reports.") (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.
* For more information on running reconciliation in the Software Asset Management classic application, see [Run software reconciliation in Software Asset Management classic](https://www.servicenow.com/docs/Pic766RsbcGCoP1GsB_9RA "Reconciliation is run as a scheduled job (default is weekly), but you can also run reconciliation manually to reconcile software products in your environment on demand.").
* For more information on running reconciliation in the Software Asset Workspace, see [Run software reconciliation in the workspace](https://www.servicenow.com/docs/SUHzxdFqMeO8rQemacW3sA "Reconciliation is run as a scheduled job (default is weekly), but you can also run reconciliation manually to reconcile software products in the Software Asset Workspace environment on-demand.").
{#create-integration-profile-smartsheet__ul_qgf_zhr_sqb}
*[\>]: and then