Overview

Using the Access on Hire2Retire you can provision and deprovision users on Smartsheet. Read the official documentation of Smartsheet.

Figure 1. Smartsheet Application on Hire2Retire

Define Provisioning Criteria

Provisioning Type

Provision a set of Employees

You can define a Provisioning Criteria for any user based on their AD attributes. You can define complex conditions using AND and OR logic. You can also use the Group memberships and Role(s) in AD to define Criteria(s). For Example: In Figure 2, the rules are defined on the basis of Department (Equals). If the rules are passed then only user(s) will get provisioned. If no rule passes and the user(s) is present in Smartsheet then deprovisioning is performed for the user(s).

Figure 2. Provision users with following rule definitions

You can enable the "Do not deprovision upon change of role" checkbox to prevent users from being deprovisioned on Smartsheet due to a role mismatch.

Figure 3. Do not deprovision users upon change of profile or role

Process All Employees

All user(s) will be provisioned on Smartsheet.

Figure 4. Process All Employees

Provision User

You can decide to either provision or deprovision user(s) using Access.

• Provisioning - You can provision one or more user(s) to the SmartSheet according to the requirement. User(s) can be created, updated or reactivated in provisioning operation.

• Deprovisioning - You can deprovision one or more user(s) according to the requirement. User accounts will be deactivated on Smartsheet upon deprovisioning.

Figure 5. Configure lifecycle operations for Smartsheet

Map attributes on Smartsheet

You can select the attributes provided by Smartsheet that you want to populate. You can map values from AD/Entra ID/Hybrid to populate these attributes. You can also use Hire2Retire's powerful data transformation capabilities using Excel Style functions.

Figure 6. Select Smartsheet attributes

You can also define criterias for mapping the License and Role(s) provided by Smartsheet. You can also select the default Roles/licenses in Smartsheet. If no criteria is satisfied then the selected default License or Role(s) in Smartsheet will be assigned to the user(s).

• Licenses in Smartsheet are a way to group together permissions and settings that are common to a specific role or function in an organization. Capabilities that involve creating, owning, administering, or driving a process, program, or project depends upon license in Smartsheet.

• Roles in Smartsheet are a way to group together users who have similar responsibilities. They are typically used to define the permissions and responsibilities of a specific role in an organization, rather than the permissions and settings of a specific group of users.

Figure 7. License/Role Mapping