5. Attachments / links

Smartsheet allows you to manage files by attaching them directly to the sheet.This allows you to consolidate all your work data in one place.You can attach files from your desktop or from a popular cloud storage provider.

Attach the file to the sheet on your computer

You can attach a wide variety of files to a sheet, row, or comment.This feature is useful when you want to associate a file with an item managed by Smartsheet.

Your computer-And it is supportedThird-party cloud storage serviceYou can attach the files stored above.In this article,On a computerThis section describes the case of attaching a file.For information on how to attach files from supported third-party servicesAttach files from online resourcesSee the article on how to do it.


Attach a file using the mobile app

For information on how to use your mobile device to attach multiple files and edit images in Smartsheet, see the mobile help article below.

Explanation of attachment and link functions

The following sheets will test and demonstrate the functionality of Smartsheet attachments and links.

Sheets to test attachments and link functionality
https://app.smartsheet.com/b/publish?EQBCT=4929ee1515cd46b6b57beb7436e3605c

Where to attach

Candidate attachment locations include rows, sheets, workspaces, and conversations (rows, sheets, workspaces).
Select the location to attach to, considering the position of each storage location in the overall information system and the parties who are sharing it.

Things to consider when choosing an attachment source

Centralized management of files from various sources

In addition to uploading from your computer, Smartsheet can be attached to links and cloud stories.
This makes it possible to centrally manage files in various storage locations.So, for example, files related to a task in a project, regardless of their original location, such as those on individual PCs, those on Google Drive, those on Onedrive, those on Dropbox, etc. It can be aggregated into XNUMX row and XNUMX sheet.

If you want to restrict downloads and prints for security reasons

If you want to restrict downloads, prints, etc. for security reasons such as confidential documents, select a cloud storage that has such a function.

Version control

Smartsheet has a version control feature.For the same file, when it is updated sequentially (for example, company regulations), each version (version) can be managed on the same attached file.You can also use such a cloud storage with version control.

Attachments on Smartsheet will be up to date by updating the attachment source

When attaching a link or cloud story file, there is an advantage that you can always get the latest version.Depending on the features of Cloud Story, you will not be able to use the Smartsheet version management feature. (Confirmation of the state of the past version, etc.) However, if the editor's drive etc. has a version management function, it is possible to see the past version.

File story space

When using a link or an external story, the file upload limit for each account (individual file,Total total amount) Can be attached without worrying about files.

Features of each cloud storage

Here, we have tested and summarized the characteristics of each cloud storage that can be used for free.
It seems that each has its own strengths and weaknesses, so please use them properly, or if you are using for enterprises, select the most suitable story by referring to this article.

Manipulating attachments

You can use functions such as sending, deleting, and editing help text for attachments.

Video explaining the function of attachments and links

Video explaining the functions of attachments and links (2) Features of each cloud storage, etc.

I checked the attachment and link functions of cloud stories available in Smartsheet that have free accounts (Google Drive, Onedrive, Dropbox, Evernote, Box).
It's a rather niche topic.Towards the end is a demo of sending attachments.

Attach a file to a sheet or row

The method of attaching a file differs depending on the location to which the file is linked.The file can be attached at the sheet level or directly to a specific line or comment.

To attach a file at the sheet level, follow these steps:

  1. On the right panelAttachments / links icon Choose.

    Attachment / link icon on the right panel

    The Attachments / Links panel is displayed.
  2. File in the right panelDrag and dropAnd attach it.

At the bottom of the right panel [Attach file to sheet] You can also select the button to find the storage location for the files you need.

To attach a file to a specific line, follow these steps:

  1. Select the line to which you want to attach the file.
  2. On the right panelAttachments / links icon Choose.

    Attachment / link icon on the right panel

    The Attachments / Links panel is displayed.
  3. Drag the file you want to attach to the right panel.

Tip: At the bottom of the right panel [Attach file to line] You can also click the button to find the location to save the files you need.

Line-level attachment / link behavior

  • For lines that already have a file / link attached, to the left of the line numberAttachments / linksicon Is displayed.
  • Files can only be attached to one line at a time.
  • Files that are already attached cannot be attached to different rows or areas of the same sheet.

Attach the file as a comment

  1. On the right panel (comments on the sheet)Comment Select the icon or select the drop-down arrow at the beginning of the line toComment Select (Comment in line).
  2. Attachments / links  icon ([Add comment] Right side of the box)  Select to select the file to attach.
  3. Enter a comment and[keep] Click.

Supported file formats, file sizes, and other requirements

It is possible to upload a wide variety of file formats.Supported file formats include: (Not limited to this):

file formatExtension example
Most image formats.jpg, .png, .gif
PDF. Pdf
Microsoft Office suite.docx, .pptx, .xlsx

Supported browsers and upload capacity

  • How many files can be uploaded at one time Up to 100is. There is no limit to the number of files that can be attached to a row or sheet, but there is a limit to the storage for attachments, and this file storage depends on the seat owner's subscription.
  • If you want to upload a file larger than 30 MB, you need a browser that supports HTML 5. For more information about the browsers Smartsheet supports, seeSystem requirements for using Smartsheet."

Unsupported file formats

For security reasons, we may limit the file formats that can be uploaded or downloaded.As an example, executable file formats (.exe) cannot be uploaded.

Maximum file size

The maximum file size depends on your plan, user type, and how the file is uploaded.

User type or upload methodMaximum file size
Licensed user250 MB (30 MB for Pro Plan)
Free user30 MB
Trial version user250 MB
When uploading a file from a Smartsheet form30 MB
Smartsheet mobile app (iOS and Android)30 MB