How To Create A Workflow In Smartsheet

Are you tired of inefficient and disorganized processes that hinder your productivity? Look no further! In this article, we will guide you through the steps of creating a workflow in Smartsheet, a powerful tool designed to streamline and automate your daily tasks. Enhance your workflow management today and save time and resources.

What is Smartsheet?

What is Smartsheet?

Smartsheet is a robust project management and collaboration tool designed to streamline workflows and boost productivity for teams. This powerful platform enables users to create and manage tasks, set deadlines, assign responsibilities, track progress, and collaborate with team members in real-time. By providing a centralized platform for communication, file sharing, and organization, Smartsheet helps teams stay on top of their projects. With customizable templates, automated workflows, and reporting capabilities, Smartsheet is a versatile tool that can benefit various industries and project types. Overall, Smartsheet is a user-friendly and efficient solution for managing projects and promoting team collaboration.

Why Use Smartsheet for Workflow Management?

When it comes to workflow management, Smartsheet offers numerous advantages that make it a preferred choice for many businesses. Here are some reasons why you should consider using Smartsheet:

  1. Collaboration: Smartsheet provides a centralized platform for teams to collaborate on projects, allowing for real-time updates, comments, and file sharing.
  2. Automation: With Smartsheet’s automation features, you can streamline repetitive tasks, saving time and reducing errors.
  3. Customization: Smartsheet allows you to tailor your workflows to meet your specific needs, with customizable templates and flexible layouts.
  4. Integration: Smartsheet integrates seamlessly with other popular tools and software, enabling smooth data transfer and synchronization.
  5. Scalability: Whether you have a small team or a large enterprise, Smartsheet can accommodate your workflow management needs, offering scalability and adaptability.

In summary, Smartsheet offers a comprehensive solution for managing workflows, providing collaboration, automation, customization, integration, and scalability.

How to Create a Workflow in Smartsheet?

Are you looking to streamline your team’s workflow and increase productivity? Look no further than Smartsheet, a powerful project management tool that allows you to create customized workflows. In this section, we will walk you through the step-by-step process of creating a workflow in Smartsheet. From defining your workflow process to setting up alerts and notifications, we’ll cover all the essential elements to help you create an efficient and effective workflow for your team. Let’s get started!

Step 1: Define Your Workflow Process

To define your workflow process in Smartsheet, follow these steps:

  1. Identify the specific tasks and actions involved in your workflow.
  2. Determine the order and dependencies of these tasks.
  3. Outline any decision points or branching paths in the workflow.
  4. Consider any necessary approvals or reviews at various stages.
  5. Define the criteria for completion and success of each task.

Fact: A well-defined workflow process helps streamline operations, improve efficiency, and ensure clear communication within a team.

Step 2: Create a New Sheet in Smartsheet

To create a new sheet in Smartsheet, follow these steps:

  1. Log in to your Smartsheet account.
  2. Click on the “+” button or the “Create” button to start a new sheet.
  3. Select the type of sheet you want to create, such as a project plan, task list, or budget tracker.
  4. Choose a template or start from scratch.
  5. Enter a name for your sheet and provide any additional details or instructions.
  6. Set the desired permissions for team members who will be accessing the sheet.
  7. Click on the “Create” button to generate your new sheet.
  8. Customize the columns and rows according to your workflow requirements.
  9. Begin populating the sheet with relevant data and information.

Step 3: Set Up Columns and Rows

  1. Open Smartsheet and navigate to the desired sheet.
  2. Click on the “+” button on the top left corner to add a new column or row.
  3. Select the desired column type, such as text, number, date, or dropdown, by following Step 3 above.
  4. Enter a name for the column and choose any additional settings or formatting options.
  5. To add rows, click on the “+” button next to the last row or use the shortcut “Ctrl + Shift + Plus”.
  6. Enter the necessary information in each cell, like task names, descriptions, or other relevant details.
  7. Drag and drop columns or rows to rearrange the order if needed.
  8. To delete a column or row, select it and click on the “Delete” button or use the shortcut “Ctrl + Shift + Minus”.

Step 4: Add Task Names and Descriptions

When setting up a workflow in Smartsheet, step 4 is to add task names and descriptions to effectively communicate the necessary work.

  1. Task Names: Clearly label each task to provide clarity and context.
  2. Descriptions: Include detailed instructions, expectations, and any relevant information to ensure understanding and successful completion.

Pro-Tip: To promote efficient collaboration and minimize confusion, use clear and concise language in task names and descriptions.

Step 5: Assign Tasks to Team Members

To assign tasks to team members in Smartsheet, follow these steps:

  1. Open your Smartsheet and go to the sheet where you want to assign tasks.
  2. Identify the tasks that need to be assigned and create a new column for assigning team members.
  3. In the new column, select the cell corresponding to each task and choose the team member from your organization’s contact list.
  4. Alternatively, you can simply type in the name or email address of the team member directly into the cell.
  5. Repeat this process for all tasks that need to be assigned.
  6. Save the sheet and the tasks will now be assigned to the designated team members.

Step 6: Set Due Dates and Reminders

Setting due dates and reminders is a crucial step in creating a workflow in Smartsheet. Follow these steps to ensure timely completion of tasks:

  1. Identify the tasks that need to be completed and determine the appropriate due dates.
  2. In the Smartsheet sheet, navigate to the column where you want to set the due dates.
  3. Select the specific cell for each task and enter the desired due date.
  4. To add reminders, click on the cell and select the “Reminders” option in the toolbar.
  5. Choose the frequency and timing of the reminders.
  6. Save your changes and Smartsheet will automatically send reminders to the assigned team members.

Remember, setting due dates and reminders helps keep everyone on track and ensures timely project completion.

Step 7: Add Attachments and Comments

In Step 7 of creating a workflow in Smartsheet, you have the ability to enhance collaboration and communication by including attachments and comments to tasks:

  1. Attachments: You can upload relevant files, such as documents, images, or videos, to provide necessary information for the task.
  2. Comments: Engage with your team by leaving comments on tasks, allowing for discussions, clarifications, and updates.

These features facilitate seamless collaboration and ensure that all relevant information is readily available within the workflow.

Remember to use these features appropriately and avoid cluttering the workflow with unnecessary attachments or comments, as this can hinder efficiency. Keep attachments and comments focused on improving task completion and communication.

Step 8: Set Up Alerts and Notifications

To efficiently set up alerts and notifications in Smartsheet for workflow management, follow these steps:

  1. Open the sheet in Smartsheet and navigate to the “Home” tab.
  2. Select “Automation” from the menu options.
  3. Choose “Add Row/Task” under the “When” section.
  4. Select the appropriate triggering event, such as when a task is assigned or a due date is approaching.
  5. Click on the “Then” section and choose “Send Email” or “Send Notification” from the available options.
  6. Enter the email addresses or users who should receive the alerts and notifications.
  7. Customize the message content and format as desired.
  8. Save the automation settings and test to ensure the alerts and notifications are functioning correctly.

Historically, Smartsheet revolutionized workflow management by providing a user-friendly platform that streamlines task tracking, collaboration, and communication. With the ability to set up alerts and notifications, teams can stay informed about project updates, deadlines, and important changes, ensuring timely action and efficient workflow management. Additionally, step 8 allows for the setup of alerts and notifications, further enhancing the effectiveness of Smartsheet’s workflow management capabilities.

Step 9: Test and Refine Your Workflow

To test and refine your workflow in Smartsheet, follow these steps:

  1. Review the workflow: Analyze the entire workflow to identify any potential issues or bottlenecks.
  2. Test individual tasks: Execute each task in the workflow to ensure it functions as expected.
  3. Solicit feedback: Collect input from team members involved in the workflow to gather insights and suggestions for improvement.
  4. Make adjustments: Based on the feedback received, make necessary adjustments to optimize the workflow.
  5. Re-test the workflow: Once the changes have been implemented, re-test the workflow to ensure the modifications have resolved any issues.
  6. Monitor performance: Continuously monitor the workflow’s performance and gather data to identify any further areas for refinement.
  7. Iterate as needed: Use the data collected to make ongoing adjustments and improvements to the workflow.
  8. Document changes: Keep a record of all modifications made to the workflow for future reference and documentation.
  9. Communicate updates: Inform all team members of the changes made and provide any necessary training or guidance to ensure smooth implementation.

What are the Best Practices for Creating a Workflow in Smartsheet?

When it comes to creating a workflow in Smartsheet, there are some key best practices to keep in mind. These practices will help ensure that your workflow is efficient, effective, and successful in achieving your desired outcomes. In this section, we will discuss the top tips for creating a workflow in Smartsheet, including keeping it simple, involving your team, utilizing automation features, and monitoring and adjusting as needed. By following these best practices, you can create a streamlined and successful workflow in Smartsheet.

1. Keep it Simple

When creating a workflow in Smartsheet, it’s important to keep it simple to ensure effective management and execution. Here are some steps to follow:

  1. Define Your Workflow Process: Clearly outline the steps involved in your workflow.
  2. Create a New Sheet in Smartsheet: Use the platform’s sheet creation feature to start building your workflow.
  3. Set Up Columns and Rows: Organize your sheet with relevant columns and rows for easy tracking.
  4. Add Task Names and Descriptions: Clearly label each task and provide necessary details.
  5. Assign Tasks to Team Members: Allocate tasks to specific team members for accountability.
  6. Set Due Dates and Reminders: Establish deadlines and reminders for timely completion.
  7. Add Attachments and Comments: Include any relevant files or comments to facilitate collaboration.
  8. Set Up Alerts and Notifications: Enable notifications to keep everyone informed of updates.
  9. Test and Refine Your Workflow: Continuously evaluate and refine your workflow for optimal efficiency.

By following these steps and keeping your workflow simple, you can effectively manage tasks and ensure smooth operations in Smartsheet.

2. Involve Your Team

Involving your team is crucial for successful workflow management in Smartsheet. Here are the steps to engage your team effectively:

  1. Communicate the purpose and goals of the workflow to your team members.
  2. Involve your team by identifying their roles and responsibilities within the workflow.
  3. Hold regular meetings to discuss progress, address challenges, and gather feedback from your team.
  4. Encourage collaboration by providing a platform for team members to share their ideas and suggestions.
  5. Delegate tasks and empower team members to make decisions within their areas of expertise.
  6. Provide training and support to ensure that team members have the necessary skills and knowledge to contribute effectively.
  7. Recognize and appreciate the efforts of your team members to foster motivation and engagement.

3. Use Automation Features

Using automation features in Smartsheet can greatly enhance your workflow management. Here are the steps to effectively utilize these features:

  1. Identify repetitive tasks: Determine which tasks can be automated to save time and effort.
  2. Explore available automation tools: Smartsheet offers various automation features like alerts, reminders, and conditional formatting.
  3. Set up automation rules: Create rules that trigger actions based on specific conditions, such as sending notifications when a task is overdue.
  4. Test and refine: Ensure that the automation rules are working as intended and make adjustments if necessary.
  5. Monitor and optimize: Continuously monitor the automated processes and make improvements to enhance efficiency.

A marketing team used Smartsheet’s automation features to streamline their campaign planning process. By automating task assignments, notifications, and progress tracking, they were able to complete projects faster and improve collaboration among team members. This led to increased productivity and better campaign outcomes.

4. Monitor and Adjust as Needed

To effectively monitor and adjust your workflow in Smartsheet, follow these steps:

  1. Regularly review your workflow: Monitor the progress and performance of tasks and identify any bottlenecks or areas for improvement.
  2. Collect feedback: Gather input from team members and stakeholders to identify any issues or challenges in the workflow.
  3. Analyze data: Utilize Smartsheet’s reporting and analytics features to analyze data and identify trends or patterns.
  4. Make necessary adjustments: Based on the feedback and data analysis, make changes to the workflow to optimize efficiency and effectiveness.
  5. Communicate changes: Notify team members about any adjustments made to the workflow and provide clear instructions on how to adapt.
  6. Monitor the impact: Continuously track the impact of the adjustments made to ensure they are achieving the desired results.
  7. Iterate and refine: If further adjustments are needed, repeat the process of monitoring, analyzing, and making changes as needed.

By regularly monitoring and making adjustments to your workflow in Smartsheet, you can ensure that it remains efficient and aligned with your team’s goals.

What are the Benefits of Using Smartsheet for Workflow Management?

As businesses and organizations strive for optimal efficiency, workflow management tools have become increasingly popular. Smartsheet is one such tool that offers a variety of benefits for streamlining processes and increasing productivity. In this section, we will explore the advantages of using Smartsheet for workflow management. From increased efficiency to improved collaboration, we will discuss how this platform can enhance your workflow and ultimately benefit your team and business.

1. Increased Efficiency

Using Smartsheet for workflow management can greatly improve efficiency within your organization. To create a workflow in Smartsheet, follow these steps:

  1. Define Your Workflow Process: Clearly outline the steps and tasks involved in your workflow.
  2. Create a New Sheet in Smartsheet: Begin by creating a new sheet to serve as the foundation for your workflow.
  3. Set Up Columns and Rows: Organize your sheet with relevant columns and rows to track tasks and progress.
  4. Add Task Names and Descriptions: Specify task names and provide detailed descriptions for clarity.
  5. Assign Tasks to Team Members: Allocate responsibilities by assigning tasks to individuals.
  6. Set Due Dates and Reminders: Establish deadlines and use reminders to keep everyone on track.
  7. Add Attachments and Comments: Attach supporting documents and encourage collaboration through comments.
  8. Set Up Alerts and Notifications: Configure alerts and notifications to stay informed about updates and changes.
  9. Test and Refine Your Workflow: Continuously test and refine your workflow to optimize efficiency.

By following these steps and utilizing Smartsheet for workflow management, you can streamline processes, eliminate bottlenecks, and achieve increased efficiency within your organization.

2. Improved Collaboration

Improved collaboration is one of the key benefits of using Smartsheet for workflow management. Here are some steps to enhance collaboration in Smartsheet:

  1. Invite team members: Add relevant stakeholders to your Smartsheet workspace to ensure everyone has access to the workflow.
  2. Assign tasks and responsibilities: Clearly define tasks and assign them to team members to streamline collaboration and accountability.
  3. Enable real-time editing: Smartsheet allows multiple users to edit a sheet simultaneously, fostering collaboration and reducing delays.
  4. Utilize comments and attachments: Encourage team members to leave comments and attach relevant files to facilitate communication and provide context.
  5. Track progress: Regularly update the workflow sheet to track the status of tasks and provide visibility to the entire team.

Pro-tip: Use Smartsheet’s @mention feature to tag specific team members, ensuring they receive notifications and stay informed about relevant updates.

3. Better Organization and Tracking

Better organization and tracking are key benefits of using Smartsheet for workflow management. Here are some steps to achieve better organization and tracking:

  1. Set up a clear structure with columns and rows to categorize tasks and track progress.
  2. Assign tasks to team members and establish ownership for each task.
  3. Set due dates and reminders to ensure timely completion of tasks.
  4. Add attachments and comments to provide additional context and facilitate communication.
  5. Set up alerts and notifications to stay informed about task updates and changes.

True story: A marketing team used Smartsheet to organize and track a product launch campaign. With the benefits of better organization and tracking, they were able to successfully execute the campaign, leading to increased sales and customer engagement. By setting up a clear structure, assigning tasks, setting due dates and reminders, and utilizing attachments and comments, the team was able to stay on track and meet their deadlines. The alerts and notifications feature also ensured that everyone stayed updated on progress and upcoming deadlines.

4. Real-time Updates and Communication

Real-time updates and communication are essential for efficient workflow management in Smartsheet. To ensure this, follow these steps:

  1. Utilize the Smartsheet mobile app to easily access and update your workflows while on the go.
  2. Enable notifications and alerts to receive immediate updates on task progress, changes, and deadlines.
  3. Collaborate in real-time by inviting team members to view and edit the sheet, promoting seamless communication.
  4. Utilize comments and discussions within tasks to provide updates, ask questions, and share important information.
  5. Use the @mention feature to notify specific team members or groups when their input or action is required.

By following these steps, you can ensure that your workflows in Smartsheet are always up-to-date, facilitating effective communication and seamless collaboration.

What are the Alternatives to Smartsheet for Workflow Management?

As efficient as Smartsheet may be for workflow management, it may not be the best fit for every team or organization. In this section, we will explore alternative tools that can also aid in creating and managing workflows. From the visual simplicity of Trello to the collaborative features of Asana, we’ll cover the unique benefits and features of each platform. Discover the perfect workflow management solution for your team by learning about Trello, Asana,, and Wrike.

1. Trello

Trello is a popular tool for managing workflows, offering a simple and visual approach to organizing tasks and projects. Here are the steps to create a workflow in Trello:

  1. Create a new board for your Trello workflow.
  2. Add lists to represent different stages of your workflow, such as “To Do,” “In Progress,” and “Completed.”
  3. Create cards within each list to represent individual tasks or items.
  4. Assign team members to cards to indicate responsibility.
  5. Add due dates to cards to set deadlines.
  6. Use labels to categorize and prioritize tasks.
  7. Add attachments and comments to provide additional context or information.
  8. Move cards across lists as they progress through the Trello workflow.
  9. Regularly review and update your Trello workflow to optimize efficiency.

Fact: Trello has over 50 million registered users worldwide, making it one of the most widely used workflow management tools available.

2. Asana

Asana is a popular alternative to Smartsheet for workflow management. Follow these steps to create a workflow using Asana:

  1. Step 1: Define Your Workflow Process
  2. Step 2: Create a Project in Asana
  3. Step 3: Set Up Sections and Tasks
  4. Step 4: Assign Tasks to Team Members
  5. Step 5: Set Due Dates and Priorities
  6. Step 6: Add Descriptions, Attachments, and Comments
  7. Step 7: Use Asana’s Automation Features to Streamline Tasks
  8. Step 8: Monitor Progress and Make Adjustments as Needed

Using Asana for workflow management offers numerous benefits, including increased efficiency, improved collaboration, better organization and tracking, and real-time updates and communication. Asana is an excellent choice for teams looking to streamline their workflows and enhance productivity.

3. is a widely used alternative to Smartsheet for managing workflows. To create a workflow in, follow these steps:

  1. Step 1: Define your workflow process
  2. Step 2: Create a new board in
  3. Step 3: Set up groups and columns to represent different stages and tasks
  4. Step 4: Add task names, descriptions, and any necessary details
  5. Step 5: Assign tasks to team members
  6. Step 6: Set due dates and reminders for each task
  7. Step 7: Attach relevant files and add comments for collaboration
  8. Step 8: Set up alerts and notifications to stay updated
  9. Step 9: Test and refine your workflow as needed

Fact: With its user-friendly interface and customizable features, is a highly sought-after option for managing workflows.

4. Wrike

Wrike is a highly sought-after alternative to Smartsheet for managing workflows. It boasts features such as task tracking, collaboration tools, and customizable templates for workflows.

With Wrike, efficiently create and manage workflows by assigning tasks to team members, setting due dates, and monitoring progress. The platform also allows for real-time updates and communication, ensuring that all team members are well-informed.

While Smartsheet is a great option, Wrike offers a user-friendly interface and robust features that make it a strong contender for workflow management.

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