* This color is an additional explanation by Cloudsmart.
Relationship between "User Management" and "My Smartsheet Contacts"
When adding a new contact in Smartsheet, you can enter by email address or by name.
If you enter by name, you need to register in "User Management" or "My Smartsheet Contacts" described here in order to get suggestions immediately.
For contacts used by the entire organization, the system administrator puts them in "User Management", and the contacts of the business partners that each user wants to add are put in "My Smartsheet Contacts". I think this is the intended usage.
"User management" is managed by the system administrator
The system administrator has special privileges andUser managementcan be done in the admin center by a system administrator.
Select User Management from the left navigation menu and select the Add User button.Enter the user's surname and email in the right panel window.
User information in "User Management" is used by all users
User information registered by the system administrator in user management can be used by all users when entering contact information and shared destinations.In the above example, if you want to add Naoki Kobayashi to your contacts, you can type Kobayashi and it will appear as a candidate.Suggestions are available to external collaborators as well as users in the user management list.
Precautions for "user management" XNUMX (bulk import)
The problem with adding users in user management is that if you try to import users in bulk as a CSV file, editing the CSV file with Excel etc. will result in garbled characters.
This is something we're asking for improvements in Smartsheet, but at the time of writing this tutorial, it doesn't seem to have been fixed yet.When saving a file edited in ExcelUTF-8 file formatIf you edit it with a text file editor and import it, it seems to work without garbled characters.
Note XNUMX of "User Management" (order of first and last name)
It is the same whether you register individually from the user management screen or collectively in a CSV file, but if you do not enter the first name and last name in reverse,Naoki KobayashiIs displayed like this. *
In Japan and China, in the case of work situations, "Mr. Kobayashi" or "Mr. Wang" and the surname are more important, so please enter the surname and first name in that order. I am requesting Smartsheet.
* In the organization I was in before, the format was firstname.lastname@cloudsmart.jp, but even if I remember the surname of the employee of the company, I do not remember the first name, for example, Mr. Haruna Seki If I had, I don't remember Haruna, and as soon as I say haru .., a candidate comes out, but I don't remember this haruna, and the system says, "The name below comes to the beginning of the email address. I asked, "I can't search! Please change the order!", But I remember being refused because there are many influences such as business cards, so I can't change it anymore, and if I enter it in Chinese characters, candidates will come out properly.
"My Smartsheet Contacts" is managed by individual users
"My Smartsheet Contacts" must be managed by individual users.
There is also a method of registering in bulk using a CSV file, but there are some problems *, and for individual users, more generally, when entering external users etc. in contacts or sharing, "new registration" If you do, it will be added to "My Smartsheet Contacts" and will be available for future use, so it may be better to inform the user of that.
* Same as "My Smartsheet Contact" made in Japanese environment,Name, email addressIt didn't work well with the CSV file of, so I made it in an English environment etc.Name E-mail, AddressIt worked fine in my environment unless it was a CSV file. (I will report it to Smartsheet as a bug in Japanese.)
Add a new contact by assigning destination etc. as shown below.
It has been added to My Smartsheet contacts as shown below.
Scene to enter contact information
Since you enter contacts in various situations, managing them frequently with "User Management" or "My Smartsheet Contacts" will increase your productivity.
- Column contacts
- Total
- Update request etc.
- Update request
- Send row or sheet
Smartsheet contact lists also make it easy to assign tasks and share sheets with clients, colleagues, and vendors. Smartsheet hasAccount list managed by system administratorWhen, A list of personal contacts called My Smartsheet ContactsThere are two types of contact lists.You can use your personal My Smartsheet contact list to share your work with everyone, including collaborators outside your organization.
Follow the step-by-step instructions to add your contacts to your My Smartsheet contact list.
Manage your contacts in My Smartsheet Contact List
You can use the contacts in Smartsheet to collaborate faster.For example, use contacts when sending emails, sharing sheets, and assigning Smartsheet tasks.
One way to manage your contacts is to use My Smartsheet Contact List.To display your contacts in My Smartsheet Contact List, click on the list and click on the list.Account (profile icon in the upper right) > [My Smartsheet Contact] Click in the order of.
Users who can view your Smartsheet contacts
Your My Smartsheet contact list is private and can only be viewed by you.However, if you assign a task or share a sheet to a user who is registered as a contact, that user's email her address will be visible to other users who access the sheet.
Before you start: Edit the CSV file
There is no limit to the number of registered contacts.However, the number of contacts that can be imported at one time is 1,000 piecesUntil.
If you want to import contacts from Outlook, Hotmail, or AOL, you must first export them to a CSV file. Each column in the .CSV file First Name Last NameAndmail addressPlease name it.Make sure there are no typographical errors.If there is a typographical error, it will not be imported correctly.
Here is an example of editing a CSV file.
| Name | mail address |
|---|---|
| Sally Smart | sally.smart@smartsheet.com |
| Ian Intelligent | ian.intelligent@smartsheet.com |
| --Dave Diligent | dave.diligent@smartsheet.com |
Add a contact to My Smartsheet Contacts
Bulk import of contacts
- [account] > [My Smartsheet Contact] Click in the order of.
[My Smartsheet Contact] The form is displayed.
- Import contacts Click, then Gmail, CSV (Outlook, Yahoo, etc.), OrSelect vcf (vCard file).
Follow the steps appropriate for the type of contact you are importing.
gmail
Select the contacts you want to import into Smartsheet[import] Click.
You may be prompted to enter your email username and password.Enter this information and[Sign in] Click.
Note: Your email username or password is never stored in Smartsheet.These credentials will only be used to access your email address book.
CSV (such as Outlook or Yahoo)
Select the CSV file and[Continue] Click. Select the contacts you want to import into .Smartsheet[import] Click.
vcf (vCard file)
Select the vCard file and[Continue] Click, then [import] Click.
The contact is added to your My Smartsheet contact list.
Add contacts individually
- [account] > [My Smartsheet Contact] Click in the order of.
- In My Smartsheet Contact Form,[addition] Click Contact Window It is displayed.
- Enter the contact's name and email address,[OK] Click.
The new contact is added to your contact list.
Add individual contacts when sharing Smartsheet items
When you enter an email address to share an item in Smartsheet, your email address may be automatically added to your My Smartsheet contact list.To associate a name with an address, follow the steps in this articleEdit contactplease.
-or-[Invitation of collaborators] You can also click the collaborators icon next to to see your current Smartsheet contact list.Bottom left of the window [Add new] Click to add the contact to the list.
Edit or delete contacts
- [account] > [My Smartsheet Contact] Click in the order of.
[My Smartsheet Contact] The form is displayed.
- Right-click on the contact you want to edit or deleteEdit Contact or sending us a message on [Delete Contact] Choose.
Note: Deleting / editing a contact from your contact list does not delete / update the email address of the shared sheet, nor does it update the task assignment.For information on how to remove collaborators from a shared sheet, seeShare a sheet"please look at.To reassign the task, clickFind / replace."
Export contacts from My Smartsheet contact list
- [account] > [My Smartsheet Contact] Click in the order of.
[My Smartsheet Contact] The form is displayed.
- Export contacts > [CSV] Click in the order of.
Contacts from My Smartsheet Contact List are exported as CSV files to the destination of the file you downloaded to your computer.
Tips and best practices for using contacts
Keep the following in mind when working with contacts:
- Clicking on the contact list column may not show all the contacts.The following is displayed. (1) Contacts already used on the sheet, and (2) Names of collaborators to whom the sheet is shared.
- If you use contacts from the entire Smartsheet contact list, the related results will be displayed automatically when you start typing the contact name in a cell in the contact list column.At this time, there is no way to use the contents of the contact list on other sheets.
- When you assign a task in the contact list column, the name you select as the contact is displayed.but,[share] In other areas like the list, you'll see the user's Smartsheet account name. (You can change the name you're using for her Smartsheet account from Personalize. [account] > [Personal settings] Click in the order of. )
- Group admins for plans with multiple users can easily manage contacts within the group to share and send information to multiple people.Detail is,"Group management."
- How many contacts can be imported at one time? 1,000 piecesUntil.