Overview
Managing multiple construction projects across different locations can be challenging, often requiring project managers to juggle multiple applications to stay on top of progress.
This fragmented approach makes it difficult to maintain a clear, real-time overview of tasks and deadlines.
By integrating Smartsheet with Fieldwire, you can automatically import and track tasks in a centralized cross-project dashboard. This reduces the need to switch between documents, emails, and project management tools while helping you monitor deadlines, dependencies, and responsibilities in one place.
This guide will walk you through connecting Fieldwire to Smartsheet ensuring you can efficiently manage tasks across projects from a single, streamlined view.
Note: For general questions and bug troubleshooting related to Smartsheet, please contact their support team. The Fieldwire Support team can assist with issues related to the initial dashboard generation, but this feature is primarily self-service.
Table of Contents
- Requirements
- Demo Video: Connecting Smartsheet
- Connecting Smartsheet with Fieldwire
- Troubleshooting
- FAQs
Requirements:
To use the Fieldwire integrations with Smartsheet you will need:
- Account Manager permission on a Fieldwire account. (see Introduction to Account Permission Levels: Managers, Account Users, and Project Users for more information)
- A Business or Business Plus subscription. (How to upgrade to a Pro, Business, or Business Plus account)
- A Smartsheet Business License (or higher)
Demo Video: Connecting Smartsheet
Connecting Smartsheet with Fieldwire
Once you have established you have the proper permission levels, do the following:
- Go to the Integrations tab in Fieldwire and select Smartsheet
- Click Connect Smartsheet account
- Enter a meaningful name to identify the connected Smartsheet account and click Connect
- Click Allow to connect Smartsheet to Fieldwire
- Click + New dashboard
- Enter a name for the dashboard and select projects from the Account projects dropdown
- Click Generate dashboard
- Click the kebab menu (⋮) and select Open dashboard (this will download to the computer's files)
Steps 1-4:
Steps 5-8:
Utilizing and Optimizing the Smartsheet <> Fieldwire Connection
Once the dashboard has finished generating:
- Navigate to Smartsheet.
- The Fieldwire tasks are now visible in Smartsheet and will be refreshed on a daily basis. (See FAQ below for more detailed information)
- See that there is a new Workspace named Fieldwire
- Click on the Fieldwire Workspace where you'll see the dashboards that you've generated
- Select the dashboard you want to view
- You'll be able to see all of the task data from the projects you previously selected when first generating the dashboard, including a task URL, which will take you directly to that task in Fieldwire
- To check the status of the connection and the last refresh time, click the Summary button on the right-hand side of the page
- To change the visualization of the task data, you can click the Grid tab within Smartsheet and try out the options listed there
Troubleshooting
Requiring Access
If you click on Open dashboard and see the screen shown in the first screenshot below, this means the user who connected Smartsheet to Fieldwire didn't give you the permission to access the dashboard.
To rectify this, you can click on the Request access button.
However the best way to solve this issue once and for all is to ask the user who connected Smartsheet to Fieldwire to share access to the workspace. That person needs to:
- Go to the workspace in Smartsheet
- Right-click on the workspace
- Select Share
- Share the workspace with you (and others who need access to it)
Proper Permission Level
Another common issue is not having the proper permission levels in either Smartsheet or Fieldwire.
For Smartsheet, the best way to check is to do the following:
- Go to this page: https://admin.smartsheet.com/true-up
- Verify that the user connecting Fieldwire to Smartsheet is a Member
- If they are not a Member, they will not be able to set up and use the integration
FAQs
How frequent is the refresh?
Dashboards are refreshed every day at 2am UTC.
Can I include any project in my dashboard?
Any project belonging to your account can be included.
Is the dashboard public?
No, people can only access it is shared with them via Smartsheet.
Can I have multiple dashboards at once?
Yes, you can create up to 100 dashboards.
How many tasks can I have per dashboard?
You can have up to 20,000 tasks per Smartsheet dashboard. If there is more than 20k tasks in a dashboard, we will automatically remove tasks without a start date. A warning will be shown to alert that some tasks are missing.
If the limit is still reached after we have removed all tasks without a start date, then we will remove tasks whose start date is the furthest away into the future until the dashboard gets below 20,000 total tasks.
What are the best practices for using the Smartsheet integration with Fieldwire?
Don’t forget to check the refresh date and status of the connection on the header of the dashboard. If an issue occurs, we will mention it there.