Gravity Forms Smartsheet Integration Setup & Usage Guide

The Gravity Forms Smartsheet Integration Premium Add-on connects your WordPress form submissions directly to Smartsheet’s enterprise collaborative work management platform. Automatically create rows (and, from version 1.1, update the same row when an entry is edited, if you turn that on), map form inputs to native Smartsheet column types, attach submitted documents, and apply granular conditional routing without manual data entry or complex custom scripting.

1. Overview & System Requirements

Smartsheet is the trusted work execution platform for Fortune 500 enterprises. By pairing Gravity Forms with Smartsheet, organizations can automate project intake, lead qualification, vendor registrations, and internal service requests seamlessly.

Before configuring your integration feeds, ensure your WordPress hosting environment meets the following baseline requirements:

2. Step-by-Step API Authentication & Setup

Connecting Gravity Forms with Smartsheet uses OAuth 2.0 with your own Smartsheet account: you create a Smartsheet app, enter its Client ID and Client Secret, then allow the connection in Smartsheet. Follow these steps to register your connection:

Step 1: Register a Smartsheet Developer Application

1. Log into your Smartsheet account and click on Account → Developer Tools in the bottom-left profile menu.
2. Click Create New App.
3. Enter your Application Name, Description, and Contact Information.
4. Set the Redirect URL to:
   https://yourdomain.com/wp-admin/admin-post.php

   Replace yourdomain.com with your actual WordPress site URL including https://.

5. Click Save to register your app.

Step 2: Obtain Client ID & Client Secret

After creating the app, click View/Edit on your newly registered application in Developer Tools. Copy your unique Client ID and App Secret:

Step 3: Authenticate in Gravity Forms

1. In your WordPress dashboard, navigate to Forms → Settings → Smartsheet.
2. Paste your Client ID and Client Secret into the respective fields.
3. Click Save Settings.
4. Click the Authenticate with Smartsheet button. You will be redirected to Smartsheet to grant authorization. Once approved, you will see a green Connected confirmation badge.

3. Configuring Form Feeds & Destination Sheets

Once authenticated, you can create one or multiple feeds on any Gravity Form to route submitted entries into specific sheets:

1. Open the target form in the Gravity Forms editor and go to Form Settings → Smartsheet.
2. Click Add New to create a new feed.
3. Assign a descriptive Feed Name (e.g. Enterprise Project Intake).
4. In the Sheet ID dropdown, select the target Smartsheet sheet. The add-on connects to Smartsheet via REST API and automatically retrieves all sheets accessible to your authenticated account.

4. Dynamic Column Mapping & Value Normalization

Smartsheet enforces strict column schemas. The Dynamic Field Map allows you to pair each Smartsheet column with the appropriate Gravity Forms field:

5. Direct Row File Attachments Syncing

Unlike basic spreadsheet integrations that only paste raw file URLs as text, the Gravity Forms Smartsheet Add-on natively uploads submitted files directly into the newly created Smartsheet row record:

• In Feed Settings, locate the Attachments(s) multi-select field.
• Select any active File Upload fields from your form (e.g. project briefs, contracts, resumes, or specification drawings).
• Upon form submission, the add-on creates the row, retrieves the generated Smartsheet Row ID, and dispatches the files to POST sheets/{sheetId}/rows/{rowId}/attachments.
• Team members can preview, download, and annotate files directly from the Smartsheet row paperclip icon!

6. Multiple Feeds & Granular Conditional Routing

Enterprise operations often require dispatching different submissions to different sheets based on department, urgency, or customer type:

• Departmental Routing: Send Marketing inquiries to the Marketing Backlog sheet and Engineering tickets to the Product Sprint sheet.
• Budget Segmentation: Route requests with estimated budgets above $10,000 to an Executive Review sheet.
• Geographic Division: Direct European client submissions to a separate sheet for that region.

To activate conditional logic, check the Enable Condition box at the bottom of the feed settings and define your criteria:

Row ID, Row Updates, Row Position and Multi-Select Columns (version 1.1)

Version 1.1 adds three options to each Smartsheet feed and keeps the Smartsheet row ID on the entry. Feeds you already have keep sending exactly what they sent before until you change an option. Open the form, go to Settings → Smartsheet and edit the feed; the new options are above Enable Condition. They need an active licence key; without one the add-on works as version 1.0.5 (feeds still run and the settings stay available).

Row ID on the entry

When a row is added, the add-on keeps the Smartsheet row ID on the entry, one per feed, and writes it in the entry note, for example: “Row added successfully in Smartsheet. Row ID: 5000000000000101 (feed: Client onboarding).” With two feeds on one form, each feed keeps its own row ID and writes its own note.

Update the row when the entry is edited

Tick Update the row when the entry is edited (off by default). When you, or a staff member, edit the entry on the Gravity Forms entry screen and click Update, the add-on sends the mapped fields to the same Smartsheet row. It never adds a second row for the same entry. The entry note says “Smartsheet row … updated after the entry was edited”.

• The row was deleted in Smartsheet: nothing new is added. The note gives the message returned by Smartsheet, for example “Not Found”.
• Entries sent before version 1.1: they have no saved row ID, so nothing is sent and the note says so. Only entries sent after the update can update their row.
• Empty fields: as when a row is added, a field left empty is not sent, so the cell keeps its value in Smartsheet.
• Files: attachments are added once, when the row is created; editing the entry does not upload them again.

Add new rows at the top or at the bottom

Add new rows at has two choices: Top of the sheet (the default, as before) or Bottom of the sheet. Use the bottom when your sheet is read from top to bottom in the order entries arrive.

Multi-select dropdown columns

A Smartsheet dropdown column can allow one value or several values. For a column that allows several values, tick Send Checkbox and Multi Select choices to multi-select dropdown columns as separate values. Each choice the visitor ticked then becomes its own value in the cell, so you can filter and report on each one. The choice values in the form should match the options of the Smartsheet column.

• This option is ticked for new feeds.
• Feeds made before version 1.1 keep it unticked: the choices are still sent as one comma-separated text (for example “Design, Hosting”), exactly as before. Tick it when you are ready.
• When no choice is ticked, the cell is left as it is, as for any empty field.
• Other column types (text, date, dropdown with one value, contact, checkbox) are sent as before.

7. Frequently Asked Questions & Troubleshooting