How to Use Attachments in Smartsheet
Summary
TLDRThis video tutorial demonstrates how to attach and manage files in Smartsheet for streamlined organization and collaboration. It covers attaching files to rows, sheets, and workspaces, and includes uploading from various sources like Google Drive and Dropbox. The script illustrates a practical example of consolidating marketing assets, updating file versions, and sharing files with stakeholders through Smartsheet's Attachments window, emphasizing ease of use and version control.
Takeaways
- 📌 Attaching files to rows, sheets, or workspaces in Smartsheet centralizes documents and information for better organization.
- 🔗 Files can be attached at different levels, including individual rows, entire sheets, and workspaces for easy access.
- 📎 To attach a file to a row, use the paperclip icon in the attachments column, which opens a specific Attachments window for that row.
- 📂 Users can upload files directly from their device or link from various cloud services like Google Drive, OneDrive, Dropbox, and more.
- 💼 An example use case is consolidating content marketing assets for a product release, streamlining access to current versions for the team.
- 📑 The paperclip icon next to a row indicates the presence of attached files, enhancing visibility for team members.
- 📝 Adding descriptions to attachments helps in detailing the purpose or context of each file, improving clarity for the team.
- 🔄 The 'upload new version' feature allows for easy updates to files, ensuring the team always has access to the most recent version.
- 📧 Multiple attachments can be shared directly from the Attachments window via email, with customizable subject lines and messages.
- 🔗 Alternatively, files can be shared without context using the automatically-generated URL provided in the Send Attachment window.
- 🗂️ Attachments can be managed and sorted by various criteria such as date, name, size, or user within the sheet's Attachments icon.
- 🔍 To view attachments for a specific row, click on the row number next to an attachment, or click 'All' to view all sheet attachments.
Q & A
What is the main purpose of attaching files in Smartsheet?
-The main purpose is to centralize documents, images, and information, ensuring that all important stuff is organized and easily accessible to the team and stakeholders.
Can files be attached to different levels in Smartsheet?
-Yes, files can be attached to a row, an entire sheet, and even to workspaces.
How does one attach a file to a row in Smartsheet?
-To attach a file to a row, go to the attachments column, hover over the paperclip icon, and click it once the plus sign appears. This opens an Attachments window specific to that row.
What are the different ways to upload or link files in Smartsheet?
-Files can be uploaded from your device, or linked from Google Drive, Microsoft OneDrive, Box, Dropbox, Evernote, Egnyte, or from the web.
Can you provide an example use case of attaching files in Smartsheet?
-An example use case is to have one spot for all content marketing assets for an upcoming product release, such as uploading a product image, attaching a draft blog post from Google Docs, and a webpage mockup from Dropbox.
What does the paper clip icon next to a row indicate in Smartsheet?
-The paper clip icon indicates that files have been attached to that specific row.
How can you add a description to an attachment in Smartsheet?
-You can add a brief description to the attachment to describe its purpose by editing the attachment details within the Attachments window.
How can you update an attachment with a new version in Smartsheet?
-To update an attachment with a new version, click 'upload new version' in the Attachments window, allowing the team to track version numbers and store previous versions.
What is the process for sharing multiple attachments from Smartsheet?
-Select each file in the Attachments window, click 'Actions', then 'Send File'. Update the subject line, add recipients' email addresses, and customize the message to provide context.
Can you share files without context directly from Smartsheet?
-Yes, you can copy and share the automatically-generated URL near the bottom of the Send Attachment window to share files without context.
How can you manage attachments in a Smartsheet sheet?
-You can manage attachments by clicking on the Attachments icon in the feature bar, and sort them by date, name, size, or user. To view attachments for a specific row, click on the row number next to an attachment.
Outlines
📑 Centralizing Documents in Smartsheet
This paragraph introduces the concept of attaching files to various elements within Smartsheet, such as rows, sheets, or workspaces, to centralize documents, images, and information. The video will demonstrate how to attach different file types to a sheet for better organization and easy sharing with teams and stakeholders. It explains the process of attaching files to a row, which involves hovering over the paperclip icon and using the Attachments window to upload files from various sources or link them from cloud storage services. An example use case is given where a team needs to access content marketing assets for a product release, and the importance of having current versions of files in one place is emphasized.
Mindmap
Keywords
💡Smartsheet
💡Attachments
💡File Types
💡Paperclip Icon
💡Google Drive
💡Version Control
💡Description
💡Stakeholders
💡Content Marketing Assets
💡URL
💡Feature Bar
Highlights
Centralizing documents, images, and information in Smartsheet helps maintain organization and facilitate easy sharing with teams and stakeholders.
Files can be attached to rows, entire sheets, and workspaces in Smartsheet.
To attach a file to a row, hover over the paperclip icon in the attachments column and click when the plus sign appears.
An Attachments window opens specific to the row, allowing file uploads or linking from various cloud services.
Example use case: Centralizing content marketing assets for a product release in one location.
Attaching files to a row provides a single access point for current versions of all marketing assets.
A paper clip icon indicates the presence of attached files in a row.
Adding a description to attachments helps in detailing the purpose of each file.
Updating file versions is straightforward with the 'upload new version' feature.
Version tracking and storage of previous versions are supported for better file management.
Multiple attachments can be shared directly from the Attachments window with a customized email.
An automatically-generated URL allows for sharing files without context.
Attachments can be managed at the sheet level by sorting by date, name, size, or user.
Viewing attachments for a specific row is possible by clicking on the row number.
The 'All' option allows for a return to viewing all sheet’s attachments from the feature bar.
Smartsheet's Help & Learning Center provides additional resources for users.
Transcripts
Attaching files to rows, sheets, or workspaces in Smartsheet helps you centralize documents,
images, and information — you know, all the important stuff.
In this help video, I’ll show you how to attach different file types to a sheet,
so that you can stay organized, and easily share files with your team and stakeholders.
Files can be attached to a row, an entire sheet, and even to workspaces.
To attach a file to a row, I’ll head to the attachments column,
hover over the paperclip icon, and click it once the plus sign appears.
This opens up an Attachments window specific to that row.
You can drag and drop the files onto the Attachments window
or click on “Attach” to navigate to the files you'd like to add.
You can upload a file from your device, or link one from Google Drive,
Microsoft OneDrive, Box, Dropbox, Evernote, Egnyte, or from the web.
It’s super easy, but let’s look at an example use case.
My team needs one spot to find all content marketing assets for an upcoming product release.
I’ll just upload a product image file, attach the draft of the announcement blog post from
Google Docs, and a mockup of a webpage from Dropbox, then close the right panel.
With my important files in one place,
my team will have access to the current versions of all marketing assets.
When the paper clip icon appears next to the row, that means files have been attached.
When you attach a file to a row, you can get as detailed as you want to be.
I’m going to add a brief description to the attachment, to describe what the file is for.
Oh! It looks like our designer has an updated version of the product image.
Since I don’t want my team to use the older version,
I’ll just click “upload new version” and voila!
Now my team can track the version number and store previous versions.
Since my files have been approved and finalized,
I can share multiple attachments with others directly from the Attachments window.
I’ll just select each file, click “Actions,” and then “Send File.”
All I need to do is update the subject line,
add the recipients’ email addresses, and customize the message to provide
context. This is an easy way to get content in front of anyone who needs to review.
And if you only need to share the files without context, you can copy and share
the automatically-generated URL near the bottom of the Send Attachment window.
You can manage all of the attachments in my sheet or attach a file at the sheet level by
clicking on the Attachments icon in the feature bar — and sort by date, name, size, or user.
To view the attachments for a specific row, click on the row number next to an attachment.
If you want to go back to viewing all of your sheet’s attachments, click ‘All.”
And that's everything you need to know about attaching and sharing files in Smartsheet.
To learn more, visit the Smartsheet Help & Learning Center.
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