Tutorial: Configure Smartsheet for automatic user provisioning

The objective of this tutorial is to demonstrate the steps to be performed in Smartsheet and Azure Active Directory (Azure AD) to configure Azure AD to automatically provision and de-provision users and/or groups to Smartsheet.

Note

This tutorial describes a connector built on top of the Azure AD User Provisioning Service. For important details on what this service does, how it works, and frequently asked questions, see Automate user provisioning and deprovisioning to SaaS applications with Azure Active Directory.

This connector is currently in Public Preview. For more information on the general Microsoft Azure terms of use for Preview features, see Supplemental Terms of Use for Microsoft Azure Previews.

Prerequisites

The scenario outlined in this tutorial assumes that you already have the following prerequisites:

  • An Azure AD tenant
  • A Smartsheet tenant
  • A user account on a Smartsheet Enterprise or Enterprise Premier plan with System Administrator permissions.

Assign users to Smartsheet

Azure Active Directory uses a concept called assignments to determine which users should receive access to selected apps. In the context of automatic user provisioning, only the users and/or groups that have been assigned to an application in Azure AD are synchronized.

Before configuring and enabling automatic user provisioning, you should decide which users and/or groups in Azure AD need access to Smartsheet. Once decided, you can assign these users and/or groups to Smartsheet by following the instructions here:

Important tips for assigning users to Smartsheet

  • It is recommended that a single Azure AD user is assigned to Smartsheet to test the automatic user provisioning configuration. Additional users and/or groups may be assigned later.

  • When assigning a user to Smartsheet, you must select any valid application-specific role (if available) in the assignment dialog. Users with the Default Access role are excluded from provisioning.

  • To ensure parity in user role assignments between Smartsheet and Azure AD, it is recommended to utilize the same role assignments populated in the full Smartsheet user list. To retrieve this user list from Smartsheet, navigate to Account Admin > User Management > More Actions > Download User List (csv).

  • To access certain features in the app, Smartsheet requires a user to have multiple roles. To learn more about user types and permissions in Smartsheet, go to User Types and Permissions.

  • If a user has multiple roles assigned in Smartsheet, you MUST ensure that these role assignments are replicated in Azure AD to avoid a scenario where users could lose access to Smartsheet objects permanently. Each unique role in Smartsheet MUST be assigned to a different group in Azure AD. The user MUST then be added to each of the groups corresponding to roles desired.

Set up Smartsheet for provisioning

Before configuring Smartsheet for automatic user provisioning with Azure AD, you will need to enable SCIM provisioning on Smartsheet.

  1. Sign in as a SysAdmin in the Smartsheet portal and navigate to Account Admin.

    Smartsheet Account Admin

  2. Go to Security Controls > User Auto Provisioning > Edit.

    Smartsheet Security Controls

  3. Add and validate the email domains for the users that you plan to provision from Azure AD to Smartsheet. Choose Not Enabled to ensure that all provisioning actions only originate from Azure AD, and to also ensure that your Smartsheet user list is in sync with Azure AD assignments.

    Smartsheet User Provisioning

  4. Once validation is complete, you will have to activate the domain.

    Smartsheet Activate Domain

  5. Generate the Secret Token required to configure automatic user provisioning with Azure AD by navigating to Apps and Integrations.

    Smartsheet Install

  6. Choose API Access. Click Generate new access token.

    Smartsheet Install

  7. Define the name of the API Access Token. Click OK.

    Smartsheet Install

  8. Copy the API Access Token and save it as this will be the only time you can view it. This is required in the Secret Token field in Azure AD.

    Smartsheet token

To configure Smartsheet for automatic user provisioning with Azure AD, you need to add Smartsheet from the Azure AD application gallery to your list of managed SaaS applications.

  1. In the Azure portal, in the left navigation panel, select Azure Active Directory.

    The Azure Active Directory button

  2. Go to Enterprise applications, and then select All applications.

    The Enterprise applications blade

  3. To add a new application, select the New application button at the top of the pane.

    The New application button

  4. In the search box, enter Smartsheet, select Smartsheet in the results panel.

    Smartsheet in the results list

  5. Select the Sign-up for Smartsheet button which will redirect you to Smartsheet's login page.

    Smartsheet OIDC Add

  6. As Smartsheet is an OpenIDConnect app, choose to login to Smartsheet using your Microsoft work account.

    Smartsheet OIDC login

  7. After a successful authentication, accept the consent prompt for the consent page. The application will then be automatically added to your tenant and you will be redirected to your Smartsheet account.

    Smartsheet OIDc Consent

Configure automatic user provisioning to Smartsheet

This section guides you through the steps to configure the Azure AD provisioning service to create, update, and disable users and/or groups in Smartsheet based on user and/or group assignments in Azure AD.

To configure automatic user provisioning for Smartsheet in Azure AD:

  1. Sign in to the Azure portal. Select Enterprise Applications, then select All applications.

    Enterprise applications blade

  2. In the applications list, select Smartsheet.

    The Smartsheet link in the Applications list

  3. Select the Provisioning tab.

    Provisioning tab

  4. Set the Provisioning Mode to Automatic.

    Provisioning tab

  5. Under the Admin Credentials section, input https://scim.smartsheet.com/v2/ in Tenant URL. Input the value that you retrieved and saved earlier from Smartsheet in Secret Token. Click Test Connection to ensure Azure AD can connect to Smartsheet. If the connection fails, ensure your Smartsheet account has SysAdmin permissions and try again.

    Token

  6. In the Notification Email field, enter the email address of a person or group who should receive the provisioning error notifications and check the checkbox - Send an email notification when a failure occurs.

    Notification Email

  7. Click Save.

  8. Under the Mappings section, select Synchronize Azure Active Directory Users to Smartsheet.

    Smartsheet User Mappings

  9. Review the user attributes that are synchronized from Azure AD to Smartsheet in the Attribute Mapping section. The attributes selected as Matching properties are used to match the user accounts in Smartsheet for update operations. Select the Save button to commit any changes.

    Smartsheet User Attributes

  10. To configure scoping filters, refer to the following instructions provided in the Scoping filter tutorial.

  11. To enable the Azure AD provisioning service for Smartsheet, change the Provisioning Status to On in the Settings section.

    Provisioning Status Toggled On

  12. Define the users and/or groups that you would like to provision to Smartsheet by choosing the desired values in Scope in the Settings section.

    Provisioning Scope

  13. When you are ready to provision, click Save.

    Saving Provisioning Configuration

This operation starts the initial synchronization of all users and/or groups defined in Scope in the Settings section. The initial sync takes longer to perform than subsequent syncs, which occur approximately every 40 minutes as long as the Azure AD provisioning service is running. You can use the Synchronization Details section to monitor progress and follow links to provisioning activity report, which describes all actions performed by the Azure AD provisioning service on Smartsheet.

For more information on how to read the Azure AD provisioning logs, see Reporting on automatic user account provisioning.

Connector limitations

  • Smartsheet does not support soft-deletes. When a user's active attribute is set to False, Smartsheet deletes the user permanently.

Additional resources

Next steps