Smartsheet for Docusign IAM

How to Install and Configure

How to Install and Configure

Installing Smartsheet App to Docusign Workflow Builder.

For more detailed instructions, please follow the Docusign guide

Step 1. Go to Docusign App Center

Step 2. Make sure you have Admin rights to install the Smartsheet app from the Docusign App Center.

The Smartsheet app page in the Docusign App Center, by Fluidlabs, with Fluidlabs as the developer and the Installed status.

Step 3. Find the app and click on “Install App”, then click “Continue”.

Step 4. Once the app is installed, you’ll be prompted to connect the app to your Smartsheet workspace. Select Private or Shared connection type, as well as the name of the connection. Login prompt for Smartsheet account with a 'Connect Account' button. Smartsheet account connection type selection screen with private and shared options. User interface for naming a Smartsheet account connection, pre-filled with 'Smartsheet 1'.

Step 5. Continue by clicking the “Login” button, then you will be prompted to grant Docusign access to your Smartsheet account. Make sure you are logged in to your Smartsheet already. Smartsheet app access request showing 'Allow Access?' prompt and 'Deny'/'Allow' buttons. If connected successfully, you can go to Docusign App Manager and manage your app if needed. To manage connections or uninstall the app, press the three dots next to the app name. User interface showing "Installed Apps" list with action menu for Hubspot open.

How to Use the App

How to Use the App

The Smartsheet extension makes it easy to send, track, and attach signed documents within a Workflow. After installation, new Smartsheet options appear in the Workflow Builder.

Start by creating a workflow and selecting a Smartsheet action to connect your account and manage eSignatures directly from Smartsheet.

You can start by creating a new workflow by following this Docusign link or navigating to Agreements → Workflows → Create Workflow.

Workflow management dashboard displaying a list of workflows and a 'Create Workflow' button.

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Available Smartsheet Actions in Workflows

When adding a new step, you’ll see three Smartsheet options:

• File Write to Smartsheet – store documents as Smartsheet row attachments.
• Writeback to Smartsheet – update or create new data directly in your Smartsheet workspace.
• Read from Smartsheet – retrieve row data (such as IDs or values) for use in other steps.
  List of Smartsheet integration options: File Write, Writeback, and Read functionalities.

Configuring "Read" from Smartsheet

Configuring "Read" from Smartsheet

UI card: 'Read from Smartsheet' with checkmark icon and 'Configure' button.

Steps:

1. Once a step is added from Workflow, press Configure to continue.
2. Give your step a name.
3. Choose a connection (created when you linked your Smartsheet account).

• Select the Smartsheet object (workspace items such as sheets or projects), then press Next.
  Configuration panel for a 'Read from Smartsheet' action, selecting a private connection and object.

• Select your Smartsheet fields that you would like to use in this workflow. You will later be able to map these field to other steps.
  UI for selecting Smartsheet fields as workflow variables, showing 'Vendor ID' selected. User interface for adding or removing points, showing a list of scheduling items with checkboxes.

• Important: In order to let the app know which row to pull the data from, you need to be able to identify it. If this is the first data inflow in your workflow, we would suggest creating a column in Smartsheet which would hold the identification value, such as "Use this row" or "Not Started". As a following step you will be able to update that cell using a Writeback function to change it's value to "Started" or "In progress" to make sure it's not used by future instances of the workflow. In the following steps, now that the app knows which row to use, you can use one of the unique values to map back to this row. Interface displaying how to create a rule matching a Smartsheet field with a workflow field.

✅ After clicking Apply, the “Read” step is successfully added. You can now use retrieved Smartsheet data in the following steps.

Configuring "Write" to Smartsheet

Configuring "Write" to Smartsheet

1. Select “Writeback to Smartsheet” from the app options.

   Options for Smartsheet integration including File Write, Writeback, and Read functions.

2. Select your connections and Smartsheet object.

   A configuration screen for connecting Outlook to Smartsheet, showing connection and write settings.

3. Choose Write settings:

   • Update → modifies an existing value.
   • Create → adds a row with a new value.

   Example: If updating a contract status - use Update. If adding a new row with a given value - use Create.

4. Select the fields you want to write to (these are Smartsheet columns).

5. Map Docusign fields to Smartsheet fields.

   User interface to add or remove fields, showing 'Vendor Name' selected for onboarding.

   Workflow configuration screen showing field mapping to Smartsheet, with a dropdown for 'Vendor Name'.

6. Set mapping criteria to identify the row and click confirm.

   User interface for mapping Smartsheet 'Vendor ID' to workflow 'ID'.

✅ Press Apply and continue with the next Workflow Builder steps.

Configuring "File Write" to Smartsheet

Configuring "File Write" to Smartsheet

Important: If you see "No files available" when configuring this step, it means previous Workflow Builder steps did not generate any files.

User interface showing a workflow step named 'File Write to Smartsheet' for storing files.

Steps

1. Select the file you want to attach to Smartsheet.

   UI showing file write configuration to Smartsheet, archiving 'Send Documents for Signature Combined Envelope File'.

2. Choose the location.

   • Select connection - the connection created when you linked your Smartsheet account.
   • Select drive - the workspace that holds your sheet.
   • Select folder - the sheet that holds the row you need to attach the file to.
   • Select subfolder - the Record ID of that row. Step 3 covers this.

   Location settings for a File Write step: Demo Connection, Vendor Onboarding Workspace, Onboarding Table, and a Record ID subfolder.

3. Point the subfolder at the row.

   • Click Add Subfolder, then open the Select subfolder dropdown and pick New Folder. Select subfolder dropdown open with the New Folder option highlighted.

   • In the New folder dialog, click Add Variable. New folder dialog with Add Variable and Add Text buttons and an empty Folder name field.

   • Choose the step that returns the row identifier, then select Record ID and click Add. Any step that returns Record ID works (a Writeback to Smartsheet or a Read from Smartsheet step). Variable picker showing the Writeback to Smartsheet step with Record ID under Suggested.

   • The variable now shows in Select subfolder. Click Next.

   The subfolder addresses a row. Smartsheet creates no folder.

4. Specify a file name. Use Add Variable and Add Text to build it from step data.

   File name step with a NewFileUpload text chip and a Start Date and Time variable chip.

Record ID in the file name (older workflows)

Before this update the file name identified the row: the part before the extension had to be the Record ID. Those workflows keep working. Nothing to reconfigure.

How File Attachment Works:

The app attempts to attach files in the following order:

1. Row-level attachment (preferred): The app takes the row identifier from the subfolder. If no subfolder is set, it falls back to the file name (everything before the file extension) and attaches the file to that row.

2. Sheet-level attachment (fallback): If the row cannot be found or the row attachment fails, the file is attached at the sheet level instead.

How to Reconnect the App

How to Reconnect the App

You will be required to reconnect Smartsheet to Docusign Workflow Builder if there have been updates made to the structure of the sheets you use (new columns added, or current column type/names changed).

Steps:

1. Log in to your Docusign account with administrator credentials.
2. In a new browser tab, go to the appropriate environment:
   • Production
   • Demo
3. Select the Smartsheet icon and click Manage Connections. You will see a screen that allows you to "Reconnect".

apps.png

FAQ

FAQs

I updated my Smartsheet workspace. Do I need to reconnect?

Yes. Go to Installed Apps → Manage Connections → Reconnect. This refreshes the data and updates workflow mappings.

How do I ensure the signed envelope is saved to the correct row?

In the File Write step, add a subfolder holding the Record ID variable. Workflows that carry the Record ID in the file name instead still map to the right row.

How does the app know which row data to use?

Add a dedicated trigger/status column (e.g. “Next for Docusign”). Have the app Read that row. Then in the next workflow step, use Writeback to change it to “In progress” to prevent duplicates.

Do I have to adjust my Workspace Automations?

When setting up the workflow please ensure that you do not have Smartsheet workspace automations that work against the logic set in the Workflow (e.g. automatic cell value update)

Working with specific Smartsheet column types

Writing to ContactList column type.

Use an email address for this field. It expects an "@" and a domain extension in the string value used (e.g. johndoe@email.com).

Writing to Checkbox column type.

Use either true or false as a Boolean without quotation marks. Smartsheet will convert them to a checkbox value correctly.

Using Dropdown values with API option.

When mapping dropdown values from Docusign web forms, you can use either the Option text (preferred as human readable) or the API text for respective fields. Keep this choice in mind when developing working data flows. Docusign webform showing three Original text values and Three adjusted API values Two dropdown field options are displayed: 'Dropdown (API value)' and 'Dropdown (Option text)'.

Changelog

August 12, 2026

[New Features]

File Write

• Target a row through the subfolder. Add a subfolder holding the Record ID variable and the file attaches to that row. See section 5.
• The file name no longer determines the row.

[Updates]

Writeback

• A Create step adds the new row at the bottom of the sheet. It used to add it at the top.

Variables

• Shorter names in the Docusign Workflow Manager picker. A name now carries a few characters of the title plus the last four digits of the Smartsheet ID, so the picker stops cutting off the part that tells two entries apart.

[Compatibility]

• Workflows that carry the Record ID in the file name keep working. Nothing to reconfigure.
• Workflows saved with the older, longer variable names still resolve.

[Bug Fixes]

• Other fixes and minor improvements.