How to Configure Smartsheet with Agile Sync

Synchronize store data from platforms like Smartsheet into your WordPress dashboard. This removes the need for repetitive data entry, helps you maintain consistent store information, and supports fast-growing businesses that rely on dynamic data structures.

By connecting Smartsheet to Agile Sync, you can create real-time sync jobs that automatically update store records in Agile Store Locator with precision and full field mapping.

Requirements for Syncing with Smartsheet #

To successfully connect Agile Sync with Smartsheet, ensure the following elements are ready:

1- Sheet ID #

Each Smartsheet has a unique Sheet ID, which is required to pull the correct data.

To find it:
Log in to your Smartsheet dashboard → Open your sheet → Copy the last portion of the URL after /sheets/.

2- Smartsheet Access Token #

To authorize Agile Sync to access your data, you must generate a valid API token from your Smartsheet account.

How to Get Your Smartsheet Access Token

1. Log in to your Smartsheet account.
   
2. Click on the “More” button (bottom left corner) → Account →   Apps & Integrations.
   
   
3. Click API Access.
   
4. Generate a new Access Token by pressing the “Generate new access token” button.
   
   
5. Copy this key and store it securely; you’ll paste it into Agile Sync’s platform configuration.
   

This token acts as your authentication. Do not share it publicly.

API Access & Permissions #

Ensure that the Smartsheet file is accessible by the account that generated the API token.

If your sheet is restricted, Agile Sync will not be able to retrieve the data.

How to Create Your First Sync Job with Smartsheet #

Once your Smartsheet credentials are ready, follow these steps to create a sync job inside Agile Sync that will pull store data directly into Agile Store Locator.

 Step-by-Step Instructions #

1. Log in to WordPress
   Access your WordPress admin dashboard with appropriate permissions.
   
2. Navigate to Agile Sync
   In the sidebar, click Agile Store Locator → Agile Sync.
   
3. Click “+ New Sync Job”
   This will launch the sync setup wizard.
   
   
4. Name Your Sync Job
   Use a descriptive name like Smartsheet Store Import.
   
5. Select Platform: Smartsheet
   Choose Smartsheet from the list of available platforms.
   
   
6. Enter Required Credentials
   
   • Access Token
   • Sheet ID (from the sheet URL)
     
7. Click “Start Mapping”
   This opens the Field Mapping Interface, where you match your sheet columns to store fields.

Field Mapping #

Use the drag-and-drop interface to map each store field (e.g., store_title, lat, lng, email) to the appropriate column in your Smartsheet file.

Special Note #1:
Make sure the api_item_id field is mapped and uniquely identifies each record in your Smartsheet. This ensures that Agile Sync can match and update stores accurately without duplication.

Special Note #2:
If your sheet contains a field like updated_on, map it to represent the record’s last modified date. Agile Sync will then only update records if their last updated timestamp is newer than the previous sync, making the process more efficient.

8. Click “Save Mapping”
   Once all fields are correctly mapped, save your configuration.

Set Frequency and Finalize #

9. Set Sync Frequency
   Choose how often Agile Sync should run this job, hourly, daily, weekly, or manually.
   
10. Enable or Disable the Sync Job
    Toggle the switch based on whether you want the sync job to go live right away.
    
11. Enable Email Notifications
    Turn on email alerts to receive a summary every time the job runs, including records added, updated, or skipped.
    
    
12. Click “Finish”
    Your Smartsheet sync job is now created and ready to run.

How to Manually Trigger and Monitor a Smartsheet Sync Job #

Once your sync job is configured and saved, you may want to test or manually trigger the sync to ensure everything is working correctly before relying on scheduled runs.

Manually Running the Sync Job #

1. Go to Agile Sync Dashboard
   In your WordPress admin panel, navigate to Agile Store Locator → Agile Sync.
   
2. Find the Smartsheet Sync Job
   Locate the sync job you created, it will be listed by the name you assigned (e.g., Smartsheet Store Import).
   
3. Click “Execute”
   Use the Execute button next to the job to immediately start the data synchronization process.
   
   
4. View Progress or Status Messages
   Agile Sync will display a notification once the sync completes.

Verifying the Imported Data #

After the sync is complete:

• Go to Agile Store Locator → Manage Stores
  
• Review the new or updated store listings
  
• Confirm that field mappings (like address, contact, coordinates) have been applied correctly
  

Check Email Notifications (If Enabled) #

If you enabled email alerts, you’ll receive a detailed sync summary. This includes:

• Total records processed
  
• Records added or updated
  
• Any skipped records and reasons
  
• Timestamp of the last sync

For any questions, issues, or concerns, please reach us at the following email address: support@agilelogix.com