How to Use Attachments in Smartsheet

Summary

This 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

00:00

📑 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.

Keywords

💡Smartsheet

Smartsheet is a cloud-based platform designed for work management and collaboration. It allows users to create and manage projects, tasks, and workflows. In the video's context, it is the main tool being discussed for attaching and organizing files, making it central to the video's theme of file management and team collaboration.

💡Attachments

Attachments refer to files that are added to a specific item, such as an email or, in this case, a row in a Smartsheet. The video emphasizes attaching files to rows, sheets, or workspaces within Smartsheet, which is essential for organizing and sharing documents and images relevant to a project.

💡File Types

File types represent the different formats of digital documents, such as images, PDFs, Word documents, etc. The script mentions attaching different file types to a Smartsheet, highlighting the platform's versatility in handling various document formats for a comprehensive workspace.

💡Paperclip Icon

The paperclip icon is a visual cue in Smartsheet that indicates the presence of an attachment. In the video, it is used as a guide for users to attach files to a row by hovering over and clicking on this icon, which then opens the Attachments window.

💡Google Drive

Google Drive is a cloud storage service that allows users to store, share, and collaborate on files. The video mentions linking files from Google Drive to Smartsheet, demonstrating one way to integrate external storage services with Smartsheet for seamless file sharing and management.

💡Version Control

Version control is the management of changes made to documents over time. The script discusses uploading new versions of files in Smartsheet and tracking version numbers, which is crucial for teams to work with the most current files and maintain a history of changes.

💡Description

A description in the context of file attachments provides additional information about the file's purpose or content. The video script suggests adding a brief description to attachments in Smartsheet, which helps team members understand the relevance of each file without having to open them.

💡Stakeholders

Stakeholders are individuals or groups with an interest or concern in a project or business. The video mentions sharing files with stakeholders, emphasizing the importance of Smartsheet as a tool for not only internal team collaboration but also for external communication and file sharing.

💡Content Marketing Assets

Content marketing assets are materials created to promote a product, service, or brand through various content channels. The script uses an example of managing content marketing assets for a product release, illustrating how Smartsheet can centralize diverse marketing files for easy access and collaboration.

💡URL

A URL, or Uniform Resource Locator, is the address used to access a resource on the internet. The video script mentions copying and sharing the automatically-generated URL for attachments in Smartsheet, offering a quick way to share files without the need for an email or additional context.

💡Feature Bar

The feature bar in Smartsheet is a toolbar that provides access to various functionalities within the platform. The script refers to clicking on the Attachments icon in the feature bar to manage attachments at the sheet level, showcasing how users can navigate and organize their files efficiently.

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.