Smartsheet Collaborative Work Management Cheat Sheet

Updated 2026-05-28

Smartsheet is a cloud-based intelligent work management platform that combines spreadsheet-like functionality with project management tools, enabling teams to plan, track, automate, and report on work at scale. Unlike traditional spreadsheets, Smartsheet integrates multiple views (grid, table, Gantt, calendar, card, board, timeline), AI-powered automation, real-time collaboration, and rich visualizations — making it a unified platform for managing projects, programs, and processes enterprise-wide. The platform's strength lies in bridging the gap between technical and non-technical users, offering both no-code automation for business users, robust APIs for developers, and an expanding suite of AI features under the Intelligent Work Management vision.

What This Cheat Sheet Covers

This topic spans 27 focused tables and 176 indexed concepts. Below is a complete table-by-table outline of this topic, spanning foundational concepts through advanced details.

Table 1: View TypesTable 2: Column TypesTable 3: Core Formulas and FunctionsTable 4: Cross-Sheet ReferencingTable 5: Automation WorkflowsTable 6: Automation ActionsTable 7: Report TypesTable 8: Dashboard WidgetsTable 9: Gantt Chart and DependenciesTable 10: Forms and Data CollectionTable 11: Hierarchy and StructureTable 12: Resource ManagementTable 13: Proofing and ApprovalsTable 14: Item-Level Sharing PermissionsTable 15: Plan-Level Seat TypesTable 16: Workspaces and OrganizationTable 17: Collaboration FeaturesTable 18: Conditional FormattingTable 19: Filtering and SortingTable 20: Advanced FeaturesTable 21: Mobile App FeaturesTable 22: IntegrationsTable 23: Locking and ProtectionTable 24: Publishing and EmbeddingTable 25: TemplatesTable 26: Smartsheet AI FeaturesTable 27: Administration and Security

Table 1: View Types

Smartsheet offers seven distinct views, all synchronized from the same data source so switching views never changes your data. Choosing the right view for your audience and workflow — project plan vs. visual board vs. roadmap timeline — is the first decision in any effective Smartsheet solution.

View	Example	Description
Table View	`Modern spreadsheet with real-time collab` `Continuous save, AI tools, cell-level formulas`	• Modern replacement for Grid View — same spreadsheet-style layout with faster performance, real-time continuous save, AI tools access, cell-level formula editor, and improved collaboration • Smartsheet's recommended default view going forward.
Grid View	`Classic spreadsheet-like rows/columns` `Task Name \| Owner \| Status`	• The original spreadsheet-style view • supports formulas, hierarchies, and conditional formatting • still required for some legacy operations (Resource Management settings, publishing).
Gantt View	`Timeline bars with dependencies` `Task A → Task B (FS)`	• Visualizes project schedules with task bars on a timeline, showing dependencies, critical path, and baselines • automatically updates when dates change; requires at least two date columns.
Board View	`Kanban lanes with real-time drag-and-drop` `To Do \| In Progress \| Done`	• Enhanced Kanban board — the modern evolution of Card View with real-time collaboration, automatic saving, up to 14 fields per card, lane-specific scrolling, and subtask relationships • designed for agile workflows and team stand-ups.

Table 1: View Types

View	Example	Description
Table View	`Modern spreadsheet with real-time collab` `Continuous save, AI tools, cell-level formulas`	• Modern replacement for Grid View — same spreadsheet-style layout with faster performance, real-time continuous save, AI tools access, cell-level formula editor, and improved collaboration • Smartsheet's recommended default view going forward.
Grid View	`Classic spreadsheet-like rows/columns` `Task Name \| Owner \| Status`	• The original spreadsheet-style view • supports formulas, hierarchies, and conditional formatting • still required for some legacy operations (Resource Management settings, publishing).
Gantt View	`Timeline bars with dependencies` `Task A → Task B (FS)`	• Visualizes project schedules with task bars on a timeline, showing dependencies, critical path, and baselines • automatically updates when dates change; requires at least two date columns.
Board View	`Kanban lanes with real-time drag-and-drop` `To Do \| In Progress \| Done`	• Enhanced Kanban board — the modern evolution of Card View with real-time collaboration, automatic saving, up to 14 fields per card, lane-specific scrolling, and subtask relationships • designed for agile workflows and team stand-ups.