1. External Vendor Collaboration Made Easy
This integration connects ServiceNow Strategic Portfolio Management (SPM) with Smartsheet to streamline demand and project management while enabling seamless collaboration with external vendors. By allowing Smartsheet sheets to be securely shared with users outside the organization, teams can engage vendors directly in project execution without granting them access to ServiceNow.
2. Real-Time Bi-Directional Data Synchronization
The app supports real-time, two-way synchronization of key SPM records such as Demands, Projects, Project Tasks, Risks, Issues, Decisions, Status Reports, and RIDACs. Data created or updated in Smartsheet is automatically reflected in ServiceNow, and vice versa ensuring consistency and eliminating discrepancies.
3. Centralized Visibility with Full Control
Internal teams maintain full control within ServiceNow, while vendor input flows in through Smartsheet. This structure allows centralized reporting, dashboards, and analytics within ServiceNow to reflect contributions from external partners, providing a complete view of project status, risks, and decision points.
4. Reduced Manual Effort and Communication Overhead
By eliminating the need for email chains or spreadsheet exports, the integration removes friction in cross-team collaboration. It minimizes manual updates, reduces data duplication, and accelerates stakeholder communication through automated syncing.
5. Improved Project Delivery and Cross-System Alignment
By bridging Smartsheet and ServiceNow, this solution improves transparency, shortens delays, and aligns planning with execution. It empowers organizations to deliver faster, improve accountability, and scale collaboration beyond internal teams unlocking greater value from both platforms.
1. Real-Time and Seamless Data Synchronization
Enables automatic, bi-directional synchronization of demand and project-related data between ServiceNow and Smartsheet. This ensures information remains current and consistent across both platforms, eliminating manual updates and reducing the risk of data discrepancies.
2. Automated Scheduled Synchronization
Enables scheduled synchronization between Smartsheet and ServiceNow to automatically exchange updates at predefined intervals, minimizing manual effort and ensuring data consistency across systems.
3. Project and Demand Synchronization
Synchronizes project and demand records between ServiceNow Strategic Portfolio Management (SPM) and Smartsheet, allowing teams to manage work from their preferred platform while maintaining a single source of truth.
4. Task and Hierarchy Synchronization
Automatically synchronizes project tasks, including parent-child relationships, milestones, task dependencies, and project hierarchy, preserving the project structure across both platforms.
5. Selective Task Synchronization
Allows administrators to synchronize only selected tasks from Smartsheet to ServiceNow, providing greater control over project data while reducing unnecessary synchronization.
6. Configurable Field Mapping
Supports flexible field mapping between ServiceNow and Smartsheet, enabling organizations to customize data synchronization according to their business requirements without modifying application logic.
7. Workspace and Folder Configuration
Provides configurable workspace and folder mappings, allowing organizations to synchronize projects with the appropriate Smartsheet workspaces and folders.
8. Secure API-Based Integration
Uses secure REST API communication with token-based authentication to enable reliable and secure data exchange between ServiceNow and Smartsheet.
9. Error Handling and Logging
Provides comprehensive logging, synchronization status tracking, and error reporting to simplify troubleshooting and improve operational visibility.
10. Scalable Enterprise Integration
Designed to support organizations managing multiple workspaces, projects, and large task hierarchies while maintaining reliable synchronization performance.
11. Easy Configuration and Administration
Offers configurable system properties, workspace settings, synchronization options, and administrative controls, enabling quick deployment and simplified ongoing maintenance.
What’s New
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Added Selective Task Synchronization to synchronize only user-selected tasks from Smartsheet to ServiceNow.
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Introduced configurable system property x_w4f_smrt_sht_spm.selective_task_sync.
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Added support for automatic parent task validation during selective synchronization.
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Enhanced the workspace and folder configuration experience.
Enhancements
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Improved project and task synchronization performance.
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Enhanced parent-child hierarchy synchronization.
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Improved field mapping flexibility.
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Optimized scheduled synchronization jobs.
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Improved synchronization logging and diagnostics.
Bug Fixes
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Fixed milestone synchronization when the planned duration is zero.
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Resolved project task hierarchy synchronization issues.
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Fixed date synchronization inconsistencies between ServiceNow and Smartsheet.
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Corrected transform map field-mapping issues.
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Improved handling of deleted or unsynchronized tasks.
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Fixed a recursion issue in the Project Task Business Rule.
System Import Sets - 1.0.0
PPM Standard - 1.0.0
Demand Management - 1.0.0
Other Requirements:
Access to SmartSheet API tokens