Integrate with Outlook with Dates and Times and Assignee Information

Julie Green
Julie Green ✭
edited 06/14/22 inAdd Ons and Integrations

The outlook integration as it exists is nice if you only have one or two projects. As a single user I manage hundreds of projects at a time I would like to be able to sync my calendar to outlook in a more integrated format. For example, when i set a task or appointment date in Smartsheet I would like to be able to automatically create an invite from that location this the dates and times in the smartsheet. If we could attach an ICS template for each meeting that would be even better. This would save having to put this information in two locations. Also the abiilty for an update to be made to smartsheet or outlook when a date and/or time changes in either location. If there was a way to add a group in one column that were "attendees" so the invites would go to them and a separate column for "organizer" that the appointments were from and that could designate whether a particular task would show on someones calendar even if it were not an invitation, but possibly a task. There would need to be a way to designate the difference between the two items. And the link from outlook to smartsheet to update items only allows updates from within an email. There is no way to make an update from within an apppointment in outlook. For example, the meeting was attended, or cancelled or notes from the meeting.

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Sounds about right. Are you looking for some kind of guidance on a specific issue?<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":343,"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations","allowedDiscussionTypes":["discussion","question"]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":104380,"type":"question","name":"Questions about Bridge from a potential newbie","excerpt":"We are considering upgrading to Advance, and I have questions about Bridge capabilities: Our project blueprint includes multiple reports that pull entries from master logs based on the job number. This means that our admins have to add the job number to every single new report filter when they set up a project. Can Bridge…","snippet":"We are considering upgrading to Advance, and I have questions about Bridge capabilities: Our project blueprint includes multiple reports that pull entries from master logs based…","categoryID":343,"dateInserted":"2023-04-24T16:40:19+00:00","dateUpdated":"2023-04-24T17:41:23+00:00","dateLastComment":"2023-08-10T13:32:30+00:00","insertUserID":126351,"insertUser":{"userID":126351,"name":"Julie Fortney","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Julie%20Fortney","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!hZje4WgcMyQ!en9eZ1QFHfo!MFtz_rjuwYj","dateLastActive":"2023-08-11T13:16:34+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"updateUserID":126351,"lastUserID":157551,"lastUser":{"userID":157551,"name":"joaolima","url":"https:\/\/community.smartsheet.com\/profile\/joaolima","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!wjEmP-PDuHo!29cn_0Oa5bo!j4rsSRTRcJb","dateLastActive":"2023-08-12T18:02:31+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":6,"countViews":262,"score":null,"hot":3374032369,"url":"https:\/\/community.smartsheet.com\/discussion\/104380\/questions-about-bridge-from-a-potential-newbie","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/104380\/questions-about-bridge-from-a-potential-newbie","format":"Rich","tagIDs":[369],"lastPost":{"discussionID":104380,"commentID":390004,"name":"Re: Questions about Bridge from a potential newbie","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390004#Comment_390004","dateInserted":"2023-08-10T13:32:30+00:00","insertUserID":157551,"insertUser":{"userID":157551,"name":"joaolima","url":"https:\/\/community.smartsheet.com\/profile\/joaolima","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!wjEmP-PDuHo!29cn_0Oa5bo!j4rsSRTRcJb","dateLastActive":"2023-08-12T18:02:31+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-04-26T14:21:28+00:00","dateAnswered":"2023-04-26T02:30:08+00:00","acceptedAnswers":[{"commentID":373252,"body":"

Hey @Julie Fortney<\/a> <\/p>

I'll answer what I can and shout out to @Brian_Richardson<\/a> for back up. <\/p>

#1 Report Filters- To my knowledge there isn't a direct Report Filter update however I wondered if the column was a dropdown list - if so, Bridge can update dropdown lists and if the filter was set to select all it made me wonder if the filter would pick it up new selections. (Datashuttle also updates dropdown lists if this method works)<\/p>

#2 I've had problems with a slow sheet erroring out in Bridge. The sheet was massive and Bridge would time-out. Bridge did not help this sheet (it might have been too large for anything to help)<\/p>

#3 -I don't have any experience with Control Center, so sorry, I can't answer those questions<\/p>

My fav Bridge solutions?<\/p>

-Capturing Approver Names in approval workflows<\/p>

-Adding rows - same sheet, different sheets, Child rows to Parents, On a weekly cadence, Adding New rows of acquired data to a status update sheet which feeds into a dashboard report<\/p>

-Translating Employee Ideas from their native tongue to English<\/p>

-Checking FedEx Tracking Status on a sheet's worth of shipments<\/p>

I hope this helps<\/p>

Kelly<\/p>"},{"commentID":373322,"body":"

Hey @Julie Fortney<\/a> !<\/p>

  1. In general you cannot update reports with bridge or the API, you can only get report information and details. So unless you are able to come up with a different solution you may be out of luck. Although, if this is a control center program, you may be able to use \"Dynamic Reports\" which adds new sheets to reports every time a project is provisioned (and removes as projects are archived). <\/li>
  2. Maybe using JavaScript in bridge would help, hard to say. <\/li>
  3. Unfortunately not.. You can not programmatically retrieve a form link (Big functionality gap in my opinion). We have begged Smartsheet to dynamically update forms with control center. Also you can not update the contents of widgets in dashboards with bridge or the api.<\/li>
  4. You could definitely set up a solution to achieve this. It would involve using a summary sheet in your blueprint where the link to your template sheets is profile data on your summary sheet. From there you can get the sheet id for each project in bridge, loop through them and make updates.<\/li><\/ol>"},{"commentID":373373,"body":"

    @Kelly Moore<\/a> thanks for the shout out :-) but I'm not sure I can help more than what's already been posted. <\/p>

    @Julie Fortney<\/a> in general Bridge is an API tool. You can setup multi-branched workflows in Bridge with pre-set API calls and utilities. You can also do custom HTTP calls to any API that you have access to in the cloud. So anything you can do with API calls you can do with Bridge. It also, importantly, allows you to run Javascript code using the results of your API calls, and to trigger workflows on changes to Smartsheet content or on any other webhook that you can receive from other tools.<\/p>

    There's a fair amount of Smartsheet API methods that are prebuilt into Bridge, but not all of them. So if you're looking at the Bridge documentation for Smartsheet<\/a> integrations and not finding what you need, you can also look at the Smartsheet API documentation<\/a> to see if there's something there to help you out. If you find an API method to use that's not already pre-built as an integration, then you can use the Custom HTTP Call step to directly call the API. You just have to provide the Smartsheet API with an API token, which you can assign to yourself in your Personal Settings.<\/p>

    It looks like your specific questions were answered pretty comprehensively by Kelly and Samuel but here's my 2c:<\/p>

    1. Because you cannot adjust report filters using the Smartsheet API, you cannot do this with Bridge. Here's the Reports methods<\/a>. You might want to consider a workaround for the process of having reports hand-updated with new job numbers. Perhaps leverage a creation date or flag new items with a checkbox that's cleared once the conditions are met that would cause the project to fall back off the report? You can also explore the \"contact has any of current user\" filter to pick up specific jobs for the viewer?<\/li>
    2. You could definitely use Bridge to read one sheet on a schedule or trigger, perform calculations using Javascript or the included utilities, and post the results. It may be faster and more stable than a huge number of formulas in Smartsheet, but I'm not 100% sure it would be. I would probably first explore using Data Mesh, which is setup to do this in a much more friendly way. If you don't already use Data Mesh, it's basically a batch index\/match tool. <\/li>
    3. As Samuel said, there's no API for updating widgets on a dashboard or retrieving a form URL. Also, I tested copying a dashboard and sheet in a common folder, where the form link was embedded in the dash, and unfortunately it does not update the form link. Seems like a gap and would be a good enhancement request. You could potentially work around this by having a common sheet with the form to capture entries, have a dropdown in that form for the project name that you can keep updated with Bridge, do a lookup to the sheet ID that the entry should go to on a sheet that Bridge maintains, and then copy the form responses into the individual project sheets using Bridge. I know that's pretty roundabout.<\/li>
    4. As Samuel and Kelly said, you can push dropdown updates through Bridge, it works better than Data Shuttle. You wouldn't need to maintain a separate lookup sheet though, if you create a report that contains the dropdown columns across your various created sheets, and then read that report with Bridge, the return from the API includes the source sheet ID and column ID for each report row. You can then leverage that to point Bridge at the right columns across your sheets without having to maintain a separate lookup.<\/li><\/ol>

      At Iron Mountain we use Bridge for a variety of use cases, here's the most effective ones:<\/p>

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