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You connect Smartsheet once at the MSP level, with an API access token.

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1. Create an access token in Smartsheet

1

Pick the account

Neo acts as the Smartsheet user who makes the token: it sees only the sheets and workspaces that user is shared on, and users and groups as far as that user’s organization rights reach; a System Admin’s token also lists every sheet in the organization (GET users/sheets). Use an account shared as Editor (or Admin, if agents should change columns) on every project sheet Neo should sync, ideally a shared service account rather than a person’s own.
2

Generate the token

Signed in as that user, open Account (your profile picture) > Personal Settings > API Access, click Generate new access token, and name it “Neo”.
3

Copy the token

Smartsheet shows the token once. Copy it.

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2. Add the token in Neo

1

Open Integrations

Open Integrations → Smartsheet in the Neo Dashboard. The card is under Other.
2

Save the token

Pick your Region: Smartsheet if you sign in at app.smartsheet.com, Regions Europe for app.smartsheet.eu, Regions Australia for app.smartsheet.au, Smartsheet Gov for app.smartsheetgov.com. Paste the API Access Token and click Save. Neo checks the token with Smartsheet before it saves, so a wrong token or region is rejected straight away.

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3. Prepare your project sheets for the Autotask sync

Skip this step if you only want agents to read and update sheets.
1

Put the plans in one place

Keep the project sheets to sync in one Smartsheet workspace or folder. You name it in the agent’s instructions.
2

Add the sync fields

On each sheet, add a sheet summary field Autotask Project ID, a text column Autotask ID and a checkbox column Create in Autotask. Neo fills in the ids itself when a sheet’s name matches its Autotask project’s name and a row’s name matches its task. To pair a sheet by hand, type the Autotask project’s id into the summary field.
3

Flag new rows

Tick Create in Autotask on a row to have Neo create its Autotask task (or phase, for a row with children) on the next run.

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4. Turn Smartsheet on per agent

Open the agent from Agents, go to the Integrations section, and configure the Smartsheet block. Pick a profile, then change any group. For the Autotask sync, set Rows, Cells & Sheet Summary to Read / Write, and Workspaces & Folders and Users, Groups & Contacts (for the token user’s time zone) to Read Only, and give the agent Autotask’s Projects group at Read / Write, and Resources, Time Entries and Admin at Read Only (Admin holds the task status and type lists). Run it as a scheduled agent, for example every hour.

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Changes that always ask a technician

Whatever the profile: sharing a sheet, report, dashboard or workspace or updating a share, publishing, every change to Smartsheet users, plans and groups apart from a profile image, creating or updating a webhook, and deleting a workspace or a folder. See Smartsheet API for what each profile does.