Services for Businesses
Workflow Automation
Automating routine tasks to save your team time, allowing them to focus on what really matters.Workflow Design
Optimizing processes for greater efficiency. We look for bottlenecks and create improvements.Data & Systems Integration
Securely, automatically and continuously moving data between databases or systems for seamless transitions and syncs.AI Tools for Teams
Integrating AI to enhance your team's capabilities and increase their capacity.Training Content for Teams
Educating your team to use their new systems effectively and intelligently.
Integrations for Product Teams
Seamlessly connect your app to popular automation platforms, boosting user retention while reducing churn.
We'll support this integration with clear tutorials that empower customers to solve problems on their own, freeing your team from routine support requests.
Xray Blog
Are you tired of manually copying data between Smartsheet and Airtable?
If you're managing projects in Smartsheet but need that same data in Airtable for your team, you know just how tedious and error-prone this process can be. Fortunately, there's an easy solution that will let you send your data automatically with zero code required.
In this guide, we'll show you how to create a one-way sync from Smartsheet to Airtable using Zapier. You'll learn how to set up automations that push both new and updated records from Smartsheet to Airtable, ensuring your data stays consistent across both platforms.
This sync can also serve as the foundation for more complex workflows, such as triggering Slack notifications or email alerts when new records are synced.
Preparing your Smartsheet and Airtable databases
Before setting up the automation, we need to prepare both databases to ensure they have matching structures with identical fields.
You could manually recreate your Smartsheet structure in Airtable if you’d like, but there's a much faster approach you can try instead.
Simply export your Smartsheet database as an Excel or CSV file, then import it into Airtable.
Open Smartsheet, go to File > Export, and choose Microsoft Excel to export an .xlsx spreadsheet of your database.
Then open Airtable, create a new base, and use the import feature to bring in your exported file.
Airtable will automatically create matching fields for every field contained in your exported file. Just be sure to review Airtable’s selections and adjust any incorrect field types as needed.
Click “import” when finished. You’ll then see a table populated with all of the fields and data from your exported file.
Add a ‘SmartsheetID’ field to your Airtable base
Next, you'll need to add a crucial field to your Airtable: a "SmartsheetID" field. Create a new single line text field and name it "SmartsheetID," or something similar.
This field will store the record ID from Smartsheet, which is essential for matching records between the two platforms. Using record IDs instead of names ensures reliability, as record IDs never change, while other identifiers like names or labels might be edited later.
Optional: Add an Airtable ID field
You may also want to add a formula field to display your Airtable record IDs. Create a formula field named "Record ID", and enter the formula RECORD_ID().
This isn't required for the sync, but can be helpful for troubleshooting or building future automated workflows.
Delete all records in Airtable
The final preparation step might seem counterintuitive, but it's important: delete all the records you just imported into Airtable.
Since we don't yet have the Smartsheet record IDs associated with each record, it would be difficult to automatically update these records later. Instead, the automation will create fresh records with SmartsheetIDs properly assigned from the beginning.
Zap 1 of 2: Sync updated Smartsheet records to Airtable
With our database structure ready, it's time to build our first Zap to handle updated records in Smartsheet. This Zap will monitor Smartsheet for any changes to existing records and update (or create) the corresponding records in Airtable.
Starting your Zap with the AI Copilot
To save time, you can use Zapier's AI Copilot feature to get your Zap started quickly.
In the Copilot field, type something like: "Updated record in Smartsheet will find or create a new record in Airtable" and press Enter.
The AI will then suggest automation steps that you can add to your Zap with a click. You’ll still need to configure each component manually, however.
Configure the trigger: Updated row in Smartsheet
For the trigger, Smartsheet should be selected as the app and "Updated Row" as the event. Connect your Smartsheet account if you haven't already, and continue to the “Configure” tab.
All you need to do here is select the specific sheet you want to monitor.
Test the trigger
With your trigger configured, you can give it a test to pull in some sample data.
When testing the trigger, make sure to update a row in your Smartsheet and click the Save button (a floppy disk icon).
This is a crucial step that’s easy to forget – Smartsheet requires you to explicitly save changes before they're recognized by automation tools.
After testing the trigger, review the sample data. Pay special attention to the "Original ID" field – this is the Smartsheet record ID we'll use in our automation.
Automated action: Find a record in Airtable
The first action in your automation should be an Airtable "Find Record" step.
Select your base and table, and choose "SmartsheetID" as the field to search by.
Set the search value to the "Original ID" from your Smartsheet trigger.
Create records if a match isn’t found
Importantly, check the box for "Create Airtable Record if it doesn't exist yet."
This allows the Zap to create a new record if a matching one isn't found, which will be the case for our initial sync of data.
Map Smartsheet fields to Airtable in Zapier
Now you'll need to map all the relevant fields from Smartsheet to Airtable. Fill in every field that you want to sync, and make sure to map the "Original ID" to your "SmartsheetID" field in Airtable.
This mapping process can be a bit tedious if you have many fields, but on the plus side, you only need to do it once.
Testing the find and create action
Once you’ve finished mapping all of your fields, test the action. Since the Airtable base is empty, the step should create a new record instead of finding an existing one.
Automated action: Update record in Airtable
After the Find Record step, add a second action: an Airtable "Update Record" step.
Select your base and table again. To identify the record to update, use the "ID" value from the previous Find Record step.
Map all the same fields again from Smartsheet to Airtable. This step ensures that if a record is found (rather than created new), its data will be updated accordingly.
Give your “Update record” step a test. Since the previous step didn’t find an existing record, this step won’t make any changes to your Airtable base. However, you’ll still see a success message in Zapier.
Click “Publish” to commit all of your changes and activate your automation.
Run an initial sync: export records from Smartsheet to Airtable en masse
Now it's time to run your initial sync to bring all existing Smartsheet records into Airtable. The most efficient way to do this is to create a new "Automation Trigger" checkbox field in Smartsheet.
Then, check this box for all records in your sheet, and click the Save button.
This will mark all records as "updated," triggering the Zap to process them.
Your Zap will sync them to Airtable automatically if you wait, but if you’re in a hurry, you can adjust the polling interval in Zapier to check more frequently.
Alternatively, you can manually run the Zap instantly from the editor.
Once your Zap runs, you’ll see records appear in Airtable one at a time.
XRay.Tech and LCE - your partners in implementing and maintaining workflow automations
Need a hand setting up data syncs or other workflow automations? XRay works with everyone from small businesses to large enterprises, streamlining work with no-code tools and AI solutions.
Our team has extensive experience building custom automation workflows just like the Smartsheet-to-Airtable sync we've covered in this guide. Whether you're looking to connect databases, streamline your team's communication, or build end-to-end workflows that span multiple applications, we can help design and implement solutions that create more time for your team.
You can check out our case studies to see how we've helped other businesses transform their operations through automation. If you'd like to discuss your project with us directly, book a free 15-minute call today to get started.
Looking for quick help on a smaller project? Check out LowCodeEngineers for hourly support. LCE lets you build together with expert low-coders on collaborative calls, and you can schedule time as needed for your Zapier, Make, or Softr projects.
Whether you're looking for white-glove support with a long-term membership or quick help on a small project, we've got you covered. Our goal is to create more time for your team through thoughtfully designed automations that integrate seamlessly with your existing workflows.
Second Zap: Sync new Smartsheet records to Airtable
Now we need a second Zap to handle new records created in Smartsheet. This is very similar to our first Zap, so the fastest approach is to duplicate it and make minor adjustments.
Open your first Zap, click on the Zap's name to open the options menu, and select "Duplicate."
In the trigger settings, change the event from "Updated Row" to "New Row."
Keep the same sheet selected and test your new trigger.
Updating your field mappings
When reviewing the actions, you'll notice that most of your field mappings will still work correctly. However, you’ll see yellow warning symbols next to the "Original ID" field in both the Find Record and Update Record steps.
This is because the “New row” trigger uses a different variable name for the same data.
All you have to do is replace all instances of "Original ID" with the "ID" variable from the trigger instead.
The ID refers to the same thing (the Smartsheet record ID); it just has a different name when coming from the "New Row" trigger.
After updating the variable references, publish the Zap and turn it on.
To test your complete setup, add a new row to your Smartsheet, wait for the Zap to run (or run it manually), and verify that the new record appears in Airtable with all fields correctly populated.
Now your sync is complete! Any changes in Smartsheet, whether new records or updates to existing ones, will automatically be reflected in Airtable.
Two-way syncs: use dedicated tools like Unito
While we've set up a one-way sync from Smartsheet to Airtable, you might be wondering about two-way synchronization. It is technically possible to build a two-way sync using Zapier, but we don't recommend it for several reasons.
Two-way syncs with general-purpose automation tools like Zapier quickly become complex. You risk creating infinite update loops that could rapidly use up your Zapier task quota, and handling conflict resolution requires advanced logic that's difficult to implement correctly.
For two-way syncs, we recommend using a dedicated tool like Unito instead. Unito specializes in database syncing and supports both Smartsheet and Airtable. It has built-in conflict resolution and loop prevention features, making it much more suitable for bi-directional syncing.
While Zapier excels as a versatile tool with thousands of integrations for building complex workflows, Unito focuses exclusively on database syncing, making it the better choice when you need data to flow in both directions.
If you're interested in Unito, check out our tutorial on syncing Google Sheets with Airtable using Unito. The process for Smartsheet is very similar.
Making work easier with automatically synced databases
Whichever approach you use to sync your databases, automation tools like Zapier and Unito make it easy to reduce manual work and minimize errors in keeping your databases up to date.
By automating the sync between Smartsheet and Airtable, you've eliminated the need for manual data entry and reduced the risk of inconsistencies between your databases. This setup ensures your team always has access to the most up-to-date information, regardless of which platform they prefer to use.
If you’d like to learn more about automating your work with no-code tools, be sure to check out the other posts on our blog or our YouTube channel. You can also follow XRay on X, Facebook, or LinkedIn.
Looking for short-term support or collaboration on your low-code project? With LowCodeEngineers, you can learn and build with vetted experts on a flexible hourly basis.
Learn more about LowCodeEngineersNot sure where to start?
Case Studies
FMSC engaged XRay.Tech to streamline and improve their organization’s Airtable implementation. They needed a partner portal to allow direct communication about logistics, and they needed a simplified system that their team could manage and update themselves without requiring long-term support.
See the ROIXray Blog
Are you tired of manually copying data between Smartsheet and Airtable?
If you're managing projects in Smartsheet but need that same data in Airtable for your team, you know just how tedious and error-prone this process can be. Fortunately, there's an easy solution that will let you send your data automatically with zero code required.
In this guide, we'll show you how to create a one-way sync from Smartsheet to Airtable using Zapier. You'll learn how to set up automations that push both new and updated records from Smartsheet to Airtable, ensuring your data stays consistent across both platforms.
This sync can also serve as the foundation for more complex workflows, such as triggering Slack notifications or email alerts when new records are synced.
Preparing your Smartsheet and Airtable databases
Before setting up the automation, we need to prepare both databases to ensure they have matching structures with identical fields.
You could manually recreate your Smartsheet structure in Airtable if you’d like, but there's a much faster approach you can try instead.
Simply export your Smartsheet database as an Excel or CSV file, then import it into Airtable.
Open Smartsheet, go to File > Export, and choose Microsoft Excel to export an .xlsx spreadsheet of your database.
Then open Airtable, create a new base, and use the import feature to bring in your exported file.
Airtable will automatically create matching fields for every field contained in your exported file. Just be sure to review Airtable’s selections and adjust any incorrect field types as needed.
Click “import” when finished. You’ll then see a table populated with all of the fields and data from your exported file.
Add a ‘SmartsheetID’ field to your Airtable base
Next, you'll need to add a crucial field to your Airtable: a "SmartsheetID" field. Create a new single line text field and name it "SmartsheetID," or something similar.
This field will store the record ID from Smartsheet, which is essential for matching records between the two platforms. Using record IDs instead of names ensures reliability, as record IDs never change, while other identifiers like names or labels might be edited later.
Optional: Add an Airtable ID field
You may also want to add a formula field to display your Airtable record IDs. Create a formula field named "Record ID", and enter the formula RECORD_ID().
This isn't required for the sync, but can be helpful for troubleshooting or building future automated workflows.
Delete all records in Airtable
The final preparation step might seem counterintuitive, but it's important: delete all the records you just imported into Airtable.
Since we don't yet have the Smartsheet record IDs associated with each record, it would be difficult to automatically update these records later. Instead, the automation will create fresh records with SmartsheetIDs properly assigned from the beginning.
Zap 1 of 2: Sync updated Smartsheet records to Airtable
With our database structure ready, it's time to build our first Zap to handle updated records in Smartsheet. This Zap will monitor Smartsheet for any changes to existing records and update (or create) the corresponding records in Airtable.
Starting your Zap with the AI Copilot
To save time, you can use Zapier's AI Copilot feature to get your Zap started quickly.
In the Copilot field, type something like: "Updated record in Smartsheet will find or create a new record in Airtable" and press Enter.
The AI will then suggest automation steps that you can add to your Zap with a click. You’ll still need to configure each component manually, however.
Configure the trigger: Updated row in Smartsheet
For the trigger, Smartsheet should be selected as the app and "Updated Row" as the event. Connect your Smartsheet account if you haven't already, and continue to the “Configure” tab.
All you need to do here is select the specific sheet you want to monitor.
Test the trigger
With your trigger configured, you can give it a test to pull in some sample data.
When testing the trigger, make sure to update a row in your Smartsheet and click the Save button (a floppy disk icon).
This is a crucial step that’s easy to forget – Smartsheet requires you to explicitly save changes before they're recognized by automation tools.
After testing the trigger, review the sample data. Pay special attention to the "Original ID" field – this is the Smartsheet record ID we'll use in our automation.
Automated action: Find a record in Airtable
The first action in your automation should be an Airtable "Find Record" step.
Select your base and table, and choose "SmartsheetID" as the field to search by.
Set the search value to the "Original ID" from your Smartsheet trigger.
Create records if a match isn’t found
Importantly, check the box for "Create Airtable Record if it doesn't exist yet."
This allows the Zap to create a new record if a matching one isn't found, which will be the case for our initial sync of data.
Map Smartsheet fields to Airtable in Zapier
Now you'll need to map all the relevant fields from Smartsheet to Airtable. Fill in every field that you want to sync, and make sure to map the "Original ID" to your "SmartsheetID" field in Airtable.
This mapping process can be a bit tedious if you have many fields, but on the plus side, you only need to do it once.
Testing the find and create action
Once you’ve finished mapping all of your fields, test the action. Since the Airtable base is empty, the step should create a new record instead of finding an existing one.
Automated action: Update record in Airtable
After the Find Record step, add a second action: an Airtable "Update Record" step.
Select your base and table again. To identify the record to update, use the "ID" value from the previous Find Record step.
Map all the same fields again from Smartsheet to Airtable. This step ensures that if a record is found (rather than created new), its data will be updated accordingly.
Give your “Update record” step a test. Since the previous step didn’t find an existing record, this step won’t make any changes to your Airtable base. However, you’ll still see a success message in Zapier.
Click “Publish” to commit all of your changes and activate your automation.
Run an initial sync: export records from Smartsheet to Airtable en masse
Now it's time to run your initial sync to bring all existing Smartsheet records into Airtable. The most efficient way to do this is to create a new "Automation Trigger" checkbox field in Smartsheet.
Then, check this box for all records in your sheet, and click the Save button.
This will mark all records as "updated," triggering the Zap to process them.
Your Zap will sync them to Airtable automatically if you wait, but if you’re in a hurry, you can adjust the polling interval in Zapier to check more frequently.
Alternatively, you can manually run the Zap instantly from the editor.
Once your Zap runs, you’ll see records appear in Airtable one at a time.
XRay.Tech and LCE - your partners in implementing and maintaining workflow automations
Need a hand setting up data syncs or other workflow automations? XRay works with everyone from small businesses to large enterprises, streamlining work with no-code tools and AI solutions.
Our team has extensive experience building custom automation workflows just like the Smartsheet-to-Airtable sync we've covered in this guide. Whether you're looking to connect databases, streamline your team's communication, or build end-to-end workflows that span multiple applications, we can help design and implement solutions that create more time for your team.
You can check out our case studies to see how we've helped other businesses transform their operations through automation. If you'd like to discuss your project with us directly, book a free 15-minute call today to get started.
Looking for quick help on a smaller project? Check out LowCodeEngineers for hourly support. LCE lets you build together with expert low-coders on collaborative calls, and you can schedule time as needed for your Zapier, Make, or Softr projects.
Whether you're looking for white-glove support with a long-term membership or quick help on a small project, we've got you covered. Our goal is to create more time for your team through thoughtfully designed automations that integrate seamlessly with your existing workflows.
Second Zap: Sync new Smartsheet records to Airtable
Now we need a second Zap to handle new records created in Smartsheet. This is very similar to our first Zap, so the fastest approach is to duplicate it and make minor adjustments.
Open your first Zap, click on the Zap's name to open the options menu, and select "Duplicate."
In the trigger settings, change the event from "Updated Row" to "New Row."
Keep the same sheet selected and test your new trigger.
Updating your field mappings
When reviewing the actions, you'll notice that most of your field mappings will still work correctly. However, you’ll see yellow warning symbols next to the "Original ID" field in both the Find Record and Update Record steps.
This is because the “New row” trigger uses a different variable name for the same data.
All you have to do is replace all instances of "Original ID" with the "ID" variable from the trigger instead.
The ID refers to the same thing (the Smartsheet record ID); it just has a different name when coming from the "New Row" trigger.
After updating the variable references, publish the Zap and turn it on.
To test your complete setup, add a new row to your Smartsheet, wait for the Zap to run (or run it manually), and verify that the new record appears in Airtable with all fields correctly populated.
Now your sync is complete! Any changes in Smartsheet, whether new records or updates to existing ones, will automatically be reflected in Airtable.
Two-way syncs: use dedicated tools like Unito
While we've set up a one-way sync from Smartsheet to Airtable, you might be wondering about two-way synchronization. It is technically possible to build a two-way sync using Zapier, but we don't recommend it for several reasons.
Two-way syncs with general-purpose automation tools like Zapier quickly become complex. You risk creating infinite update loops that could rapidly use up your Zapier task quota, and handling conflict resolution requires advanced logic that's difficult to implement correctly.
For two-way syncs, we recommend using a dedicated tool like Unito instead. Unito specializes in database syncing and supports both Smartsheet and Airtable. It has built-in conflict resolution and loop prevention features, making it much more suitable for bi-directional syncing.
While Zapier excels as a versatile tool with thousands of integrations for building complex workflows, Unito focuses exclusively on database syncing, making it the better choice when you need data to flow in both directions.
If you're interested in Unito, check out our tutorial on syncing Google Sheets with Airtable using Unito. The process for Smartsheet is very similar.
Making work easier with automatically synced databases
Whichever approach you use to sync your databases, automation tools like Zapier and Unito make it easy to reduce manual work and minimize errors in keeping your databases up to date.
By automating the sync between Smartsheet and Airtable, you've eliminated the need for manual data entry and reduced the risk of inconsistencies between your databases. This setup ensures your team always has access to the most up-to-date information, regardless of which platform they prefer to use.
If you’d like to learn more about automating your work with no-code tools, be sure to check out the other posts on our blog or our YouTube channel. You can also follow XRay on X, Facebook, or LinkedIn.
