Smartsheet Connector for MS Access
In this article you will learn how to integrate Using Smartsheet Connector you will be able to connect, read, and write data from within MS Access. Follow the steps below to see how we would accomplish that. The driver mentioned above is part of ODBC PowerPack which is a collection of high-performance Drivers for various API data source (i.e. REST API, JSON, XML, CSV, Amazon S3 and many more). Using familiar SQL query language you can make live connections and read/write data from API sources or JSON / XML / CSV Files inside SQL Server (T-SQL) or your favorite Reporting (i.e. Power BI, Tableau, Qlik, SSRS, MicroStrategy, Excel, MS Access), ETL Tools (i.e. Informatica, Talend, Pentaho, SSIS). You can also call our drivers from programming languages such as JAVA, C#, Python, PowerShell etc. If you are new to ODBC and ZappySys ODBC PowerPack then check the following links to get started. |
Connect to Smartsheet in other apps
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Create ODBC Data Source (DSN) based on ZappySys API Driver
Step-by-step instructions
To get data from Smartsheet using MS Access we first need to create a DSN (Data Source) which will access data from Smartsheet. We will later be able to read data using MS Access. Perform these steps:
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Install ZappySys ODBC PowerPack.
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Open ODBC Data Sources (x64):
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Create a User Data Source (User DSN) based on ZappySys API Driver
ZappySys API DriverYou should create a System DSN (instead of a User DSN) if the client application is launched under a Windows System Account, e.g. as a Windows Service. If the client application is 32-bit (x86) running with a System DSN, use ODBC Data Sources (32-bit) instead of the 64-bit version. -
When the Configuration window appears give your data source a name if you haven't done that already, then select "Smartsheet" from the list of Popular Connectors. If "Smartsheet" is not present in the list, then click "Search Online" and download it. Then set the path to the location where you downloaded it. Finally, click Continue >> to proceed with configuring the DSN:
SmartsheetDSNSmartsheet -
Now it's time to configure the Connection Manager. Select Authentication Type, e.g. Token Authentication. Then select API Base URL (in most cases, the default one is the right one). More info is available in the Authentication section.
Steps to get Smartsheet Credentials
OAuth Walkthrough
Apps connect to Smartsheet using OAuth 2.0 to authenticate and authorize users. If you are building an app, this documentation will walk you through the steps you need to authenticate your users. The Smartsheet SDKs contain APIs for OAuth 2.0.
NOTE: For users of apps like AWS AppFabric, you will need a Tenant ID. You can find your Tenant ID in Admin Center under Security & Controls. There is a Smartsheet Tenant ID pane.
First Steps
Before you can start using OAuth 2.0 with your app, Smartsheet needs the following information:
- You must register with Smartsheet to get a developer account*. The developer account gives you access to "Developer Tools", which is where you manage your app.
- In "Developer Tools", complete any required fields in your developer profile.
- In "Developer Tools", register your app so Smartsheet can assign a client Id and a client secret to the app.
- Review the list of access scopes. You'll need to choose which ones your app needs to get to a user's Smartsheet data, and then ask the user to consent to that access.
- After you've worked through these steps, you'll be ready to implement the OAuth Flow.
Open Developer Tools
- Log in to Smartsheet with your developer account.
- Click the "Account" button in the lower-left corner of your Smartsheet screen, and then click "Developer Tools".
- Do one of the following:
- If you need to register an app, click "Create New App".
- If you need to manage an app, click "view/edit" for the app.
Register Your App Using Developer Tools
- Log in to Smartsheet with your developer account.
- Click the "Account" button in the upper-right corner of your Smartsheet screen, and then click "Developer Tools".
- In the "Create New App" form, provide the following information:
- Name: the name the user sees to identify your app
- Description: a brief description intended for the user
- URL: the URL to launch your app, or the landing page if not a web app
- Contact/support: support information for the user
- Redirect URL: also known as a callback URL. The URL within your application that will receive the OAuth 2.0 credentials After you click "Save", Smartsheet assigns a client Id and secret to your app. Make a note of these Ids for the next steps; however, you can always look them up again in "Developer Tools".
Fill in all required parameters and set optional parameters if needed:
SmartsheetDSNSmartsheetOAuth (Dynamic Token) [OAuth]https://api.smartsheet.com/2.0Required Parameters ClientId Fill in the parameter... ClientSecret Fill in the parameter... Scope Fill in the parameter... Optional Parameters RetryMode Fill in the parameter... RetryStatusCodeList Fill in the parameter... RetryCountMax Fill in the parameter... RetryMultiplyWaitTime Fill in the parameter... Steps to get Smartsheet Credentials
Raw Token Requests
If you want to get started quickly, or are developing a standalone application that can run with your credentials, follow these instructions:
- Click the "Account" button in the lower-left corner of the Smartsheet screen, and then click "Personal Settings".
- Click the "API Access" tab.
- Click the "Generate new access token" button to obtain an access token.
The access token must be sent with every API call in an HTTP authorization header (except for therequests to Get Access Token or Refresh Access Token). Once you have an access token, include it in the Authorization header for every request you make:
Authorization: Bearer JKlMNOpQ12RStUVwxYZAbcde3F5g6hijklM789
The header name is Authorization and the value of the header is Bearer JKlMNOpQ12RStUVwxYZAbcde3F5g6hijklM789. Since the access token is being transmitted in clear text, all API calls are done over HTTPS.
NOTE: A best practice is to use a shared account, such as ticket-processor@example.com, rather than your individual work account.
Fill in all required parameters and set optional parameters if needed:
SmartsheetDSNSmartsheetStatic Token [Http]https://api.smartsheet.com/2.0Required Parameters Access Token Fill in the parameter... Optional Parameters RetryMode Fill in the parameter... RetryStatusCodeList Fill in the parameter... RetryCountMax Fill in the parameter... RetryMultiplyWaitTime Fill in the parameter... -
Once the data source has been configured, you can preview data. Select the Preview tab and use settings similar to the following to preview data:
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Click OK to finish creating the data source.
Video instructions
Read data in Microsoft Access from the ODBC data source
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First of all, open MS Access and create a new MS Access database.
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In the next step, start loading ODBC data source we created:
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Then click next until data source selection window appears. Select the data source we created in one of the previous steps and hit OK:
SmartsheetDSN -
Continue with tables and views selection. You can extract multiple tables or views:
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Finally, wait while data is being loaded and once done you should see a similar view:
Using Linked Table for Live Data (Slow)
Linked tables in Microsoft Access are crucial for online databases because they enable real-time access to centralized data, support scalability, facilitate collaboration, enhance data security, ease maintenance tasks, and allow integration with external systems. They provide a flexible and efficient way to work with data stored in online databases, promoting cross-platform compatibility and reducing the need for data duplication.
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Real-Time Data Access:
Access can interact directly with live data in online databases, ensuring that users always work with the most up-to-date information. -
Centralized Data Management:
Online databases serve as a centralized repository, enabling efficient management of data from various locations. -
Ease of Maintenance:
Updates or modifications to the online database structure are automatically reflected in Access, streamlining maintenance tasks. -
Adaptability to Changing Requirements:
Linked tables provide flexibility, allowing easy adaptation to changing data storage needs or migration to different online database systems.
Let's create the linked table.
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Launch Microsoft Access and open the database where you want to create the linked table.
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Go to the "External Data" tab on the Ribbon. >> "New Data Source" >> "From Other Sources" >> "ODBC Database"
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Select the option "Link to Data Source by creating a linked table:
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Continue by clicking 'Next' until the Data Source Selection window appears. Navigate to the Machine Data Source tab and select the desired data source established in one of the earlier steps. Click 'OK' to confirm your selection.
SmartsheetDSN -
Proceed to the selection of Tables and Views. You have the option to extract multiple tables or views:
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When prompted to select Unique Key column DO NOT select any column(s) and just click OK:
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Finally, Simply double-click the newly created Linked Table to load the data:
Guide to Effectively Addressing Known Issues
Discover effective strategies to address known issues efficiently in this guide. Get solutions and practical tips to streamline troubleshooting and enhance system performance, ensuring a smoother user experience.
Fewer Rows Imported
The reason for this is that MS Access has a default query timeout of 60 seconds, which means it stops fetching data if the query takes longer than that. As a result, only a limited number of rows are fetched within this time frame.
To address this, we can adjust the Query Timeout by following the steps below.
The path may vary depending on the MS Access bitness, such as 32-bit versus 64-bit.
\HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4.0\Engines\ODBC
\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\Microsoft\Jet\4.0\Engines\ODBC
\HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\ClickToRun\REGISTRY\MACHINE\Software\Microsoft\Office\16.0\Access Connectivity Engine\Engines\ODBC
We can identify this issue by examining the Fiddler Log, as MS Access doesn't display any error regarding partial import, which is quite unusual
Please refer to this link : How to use Fiddler to analyze HTTP web requests
#Deleted word appears for column value in MS Access for Linked Table mode
If you used Linked Table mode to get external data and it shows #deleted word rather than actual value for column after you open then most likely its following issue.
Make sure to re-create Linked Table and DO NOT select any key column when prompted (Just click OK)
How to Fix
Table Selection UI Opening Delays
The Table selection UI takes a significant amount of time to open after clicking the 'New Data Source' -> 'Other Data Sources' -> 'ODBC'
The reason for this issue is that MS Access sends a dummy query, leading to several unnecessary pagination cycles before an error is thrown. To mitigate this, we can prevent wasted cycles by configuring the 'Throw error if no match' setting on the Filter Options Tab.
Enhancing Performance through Metadata Addition (Reduces Query Time)
We can optimize query performance by creating Virtual Tables (i.e. views with custom SQL) on Datasource and incorporating META=static columns. Learn how to capture static metadata in this guide.
Performance Options - Generate Metadata Manually
Execute the query initially, save the metadata by selecting 'Save to Meta' (choose Compact Format), and then click 'Save to Clipboard.' Utilize the resulting list by pasting it into the META attribute as follows: 'META=paste here.'
SELECT * FROM products
WITH(
META='id:String(20); title:String(100); description:String(500);'
)
Optimize Workflow with Automated Import
Employ Automated Import when Linked Tables are not feasible, and we need to depend on Imported Tables with static data.
While using Linked Tables sometime it encounter errors, and we are left with no alternative but to utilize Imported Tables, Automatic Refresh becomes crucial in such scenarios.
Here's a guide on automating refreshes. We can set up automatic refresh on different events, such as when the database opens, a form is opened, or a button is clicked.
To initiate the import process, follow these steps:
- Perform the data import using the standard manual steps.
- In the final step, we'll encounter a checkbox labeled 'Save Import Steps.' Ensure to check this option.
- After saving the steps, we can locate their name in the Save Imports UI. Identify the name associated with the saved steps.
- "Now, we can execute the code as shown below:"
Private Sub cmdYes_Click() Label0.Visible = True DoCmd.RunSavedImportExport "Import-DATA.products" Label0.Visible = False End Sub
Advanced topics
Create Custom Stored Procedure in ZappySys Driver
You can create procedures to encapsulate custom logic and then only pass handful parameters rather than long SQL to execute your API call.
Steps to create Custom Stored Procedure in ZappySys Driver. You can insert Placeholders anywhere inside Procedure Body. Read more about placeholders here
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Go to Custom Objects Tab and Click on Add button and Select Add Procedure:
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Enter the desired Procedure name and click on OK:
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Select the created Stored Procedure and write the your desired stored procedure and Save it and it will create the custom stored procedure in the ZappySys Driver:
Here is an example stored procedure for ZappySys Driver. You can insert Placeholders anywhere inside Procedure Body. Read more about placeholders here
CREATE PROCEDURE [usp_get_orders] @fromdate = '<<yyyy-MM-dd,FUN_TODAY>>' AS SELECT * FROM Orders where OrderDate >= '<@fromdate>';
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That's it now go to Preview Tab and Execute your Stored Procedure using Exec Command. In this example it will extract the orders from the date 1996-01-01:
Exec usp_get_orders '1996-01-01';
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Let's generate the SQL Server Query Code to make the API call using stored procedure. Go to Code Generator Tab, select language as SQL Server and click on Generate button the generate the code.
As we already created the linked server for this Data Source, in that you just need to copy the Select Query and need to use the linked server name which we have apply on the place of [MY_API_SERVICE] placeholder.
SELECT * FROM OPENQUERY([MY_API_SERVICE], 'EXEC usp_get_orders @fromdate=''1996-07-30''')
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Now go to SQL served and execute that query and it will make the API call using stored procedure and provide you the response.
Create Custom Virtual Table in ZappySys Driver
ZappySys API Drivers support flexible Query language so you can override Default Properties you configured on Data Source such as URL, Body. This way you don't have to create multiple Data Sources if you like to read data from multiple EndPoints. However not every application support supplying custom SQL to driver so you can only select Table from list returned from driver.
If you're dealing with Microsoft Access and need to import data from an SQL query, it's important to note that Access doesn't allow direct import of SQL queries. Instead, you can create custom objects (Virtual Tables) to handle the import process.
Many applications like MS Access, Informatica Designer wont give you option to specify custom SQL when you import Objects. In such case Virtual Table is very useful. You can create many Virtual Tables on the same Data Source (e.g. If you have 50 URLs with slight variations you can create virtual tables with just URL as Parameter setting.
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Go to Custom Objects Tab and Click on Add button and Select Add Table:
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Enter the desired Table name and click on OK:
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And it will open the New Query Window Click on Cancel to close that window and go to Custom Objects Tab.
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Select the created table, Select Text Type AS SQL and write the your desired SQL Query and Save it and it will create the custom table in the ZappySys Driver:
Here is an example SQL query for ZappySys Driver. You can insert Placeholders also. Read more about placeholders here
SELECT "ShipCountry", "OrderID", "CustomerID", "EmployeeID", "OrderDate", "RequiredDate", "ShippedDate", "ShipVia", "Freight", "ShipName", "ShipAddress", "ShipCity", "ShipRegion", "ShipPostalCode" FROM "Orders" Where "ShipCountry"='USA'
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That's it now go to Preview Tab and Execute your custom virtual table query. In this example it will extract the orders for the USA Shipping Country only:
SELECT * FROM "vt__usa_orders_only"
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Let's generate the SQL Server Query Code to make the API call using stored procedure. Go to Code Generator Tab, select language as SQL Server and click on Generate button the generate the code.
As we already created the linked server for this Data Source, in that you just need to copy the Select Query and need to use the linked server name which we have apply on the place of [MY_API_SERVICE] placeholder.
SELECT * FROM OPENQUERY([MY_API_SERVICE], 'EXEC [usp_get_orders] ''1996-01-01''')
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Now go to SQL served and execute that query and it will make the API call using stored procedure and provide you the response.
Actions supported by Smartsheet Connector
Smartsheet Connector support following actions for REST API integration. If some actions are not listed below then you can easily edit Connector file and enhance out of the box functionality.Parameter | Description | ||||||||||||||||||||||||||||||||||||||||
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Search Query (use double quotes for exact search) |
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SheetId |
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Scope |
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Modified Since |
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Modified Since |
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Include |
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SheetId |
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Column Ids (Default=All Columns) |
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Row Id(s) - Comma separated (Blank=All Rows) |
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Row Number(s) - Comma separated list (Blank=All Rows) |
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SheetId |
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Row Id(s) - Comma separated |
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Ignore If Rows Not Found |
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Add Row at Specific Location (Default=toBottom) |
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Allow Partial Success (Default=False) |
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Override Validation (Default=False) |
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SheetId |
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ReportId |
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ReportId |
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SheetId |
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Modified Since |
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ContactId |
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Url |
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Body |
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IsMultiPart |
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Filter |
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Headers |
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Smartsheet Connector Examples for MS Access Connection
This page offers a collection of SQL examples designed for seamless integration with the ZappySys API ODBC Driver under ODBC Data Source (36/64) or ZappySys Data Gateway, enhancing your ability to connect and interact with Prebuilt Connectors effectively.
Tables - Sheets [Read more...]
SELECT * FROM Sheets --Where Id='5815807987847055'
Tables - Contacts [Read more...]
SELECT * FROM Contacts --Where Id='abcd1234abc'
Get sheet rows [Read more...]
This example shows how to query any Smart Sheet by its name. If you have space in the sheet name or column name then use bracket ( [my name] ) or double quotes ("my name") around it.
SELECT Id,RowNumber,[Some Column 1],[Some Column 2] FROM [My Sheet Name] --Where Id='5815807987847044'
Get Sheet Rows by Id(s) (single or multiple) [Read more...]
This example shows how to list multiple Sheet Rows by its Id(s). Supply Comma Separated List of Row IDs (Upto 100 recommended). You can also supply Row Number(s) instead of ID(s). If you supply both Id(s) and Row Number(s) then only common rows are selected.
SELECT * FROM get_sheet_rows_by_ids
WITH (
SheetId=3482072521854852
, Id='1312208360476548,6941707894689668,5815807987847044'
--OR-- (If you supply both Id and RowNumber then only Common Rows selected
--, RowNumber='1,2,100'
)
Get sheet rows by row number(s) (single or multiple) [Read more...]
This example shows how to list multiple Sheet Rows by its Row Number(s). Supply Comma Separated List of Row Numbers (Upto 100 recommended). You can also supply Row Id instead of Row Number(s). If you supply both Id(s) and Row Number(s) then only common rows are selected.
SELECT * FROM get_sheet_rows_by_ids
WITH (
SheetId=3482072521854852
, RowNumber='1,2,100'
--OR-- (If you supply both Id and RowNumber then only Common Rows selected
--, Id='1312208360476548,6941707894689668,5815807987847044'
)
Create a new sheet row [Read more...]
This example shows how to create a new Sheet Row by calling INSERT statement. Optionally specify location where you like to insert new row (default is at bottom).
INSERT INTO [My Sheet]
( [Some Text Number Column], [Some Checkbox Column], [Some Contact List Column], [Some Date Column], [Some PickList Column], [Some Multi PickList Column], [Some Symbol Column] )
VALUES
('Updated at <<FUN_NOW>>', true, 'something@abc.com', '2024-12-31','Not Started','Value2,Value4','Green,Yellow')
/*
WITH(
RowLocation='"toTop": true' --insert at the top
--OR--
--RowLocation='"siblingId": 1231234567' --insert after some sibling row id
)
*/
Update a new sheet row [Read more...]
This example shows how to update specific columns of a Sheet Row by calling UPDATE statement.
UPDATE [My Sheet]
SET [Some Text Number Column]='Updated - <<FUN_NOW>>',
[Some Checkbox Column] = true,
[Some Contact List Column] = 'something@abc.com',
[Some Date Column] = '<<FUN_NOW>>',
[Some PickList Column] = 'Not Started',
[Some Multi PickList Column] = 'Value2,Value4',
[Some Symbol Column] = 'Green,Yellow'
WHERE Id=7522710866202500
WITH(Output=1)
Delete sheet row(s) - single or multiple [Read more...]
This example shows how to delete single or multiple sheet rows by calling DELETE statement. You can supply a single Row Id or a comma-separated list of row Ids (Upto 100 recommended).
DELETE FROM [My Sheet] WHERE Id=7522710866202500
--WITH(IgnoreRowsNotFound='true' --or false)
--Or
--DELETE FROM [My Sheet] WHERE Id='7522710866202500,7522710866202501,7522710866202502'
--WITH(IgnoreRowsNotFound='true' --or false)
Export Sheet (as PDF, Excel, CSV) [Read more...]
This example shows how to export Sheet to PDF, CSV or Excel file). If you export to PDF then you can also supply Paper size.
SELECT * FROM export_sheet WITH(
SheetId=1592926391979908,
,TargetFilePath='c:\temp\exported_sheet_as_excel_file.xlsx' --or .pdf, .csv
,Format='application/vnd.ms-excel' --or-- application/pdf --or-- text/csv
--below Paper Size only valid for PDF
--,PaperSize='LETTER' --or LEGAL, WIDE, ARCHD, A4, A3, A2, A1, A0
)
Export Report (as PDF, Excel, CSV) [Read more...]
This example shows how to export Report to PDF, CSV or Excel file). If you export to PDF then you can also supply Paper size.
SELECT * FROM export_report WITH(
ReportId=2972339541069700,
,TargetFilePath='c:\temp\exported_report_as_excel_file.xlsx' --or .pdf, .csv
,Format='application/vnd.ms-excel' --or-- application/pdf --or-- text/csv
--below Paper Size only valid for PDF
--,PaperSize='LETTER' --or LEGAL, WIDE, ARCHD, A4, A3, A2, A1, A0
)
Send Report via Email to Users or Groups (as PDF, Excel) [Read more...]
This example shows how to send Report via Email (PDF or Excel format) to list of emails or groups.
SELECT * FROM send_report_email
WITH(
ReportId='2972339541069700'
, Subject='Test report'
, Message='This email contains report attachment'
, CcMe='true'
, PaperSize='LETTER'
, SendToEmails='bob@mycompany.com~sam@mycompany.com'
--OR (Emails or Group only - one allowed)
--, SendToGroups='10022222001~10333330002'
)
Send Sheet via Email to Users or Groups (as PDF, Excel) [Read more...]
This example shows how to send Sheet via Email (PDF or Excel format) to list of emails or groups.
SELECT * FROM send_sheet_email
WITH(
SheetId='1592926391979908'
, Subject='Test report'
, Message='This email contains report attachment'
, CcMe='true'
, PaperSize='LETTER'
, SendToEmails='bob@mycompany.com~sam@mycompany.com'
--OR (Emails or Group only - one allowed)
--, SendToGroups='10022222001~10333330002'
)
Conclusion
In this article we discussed how to connect to Smartsheet in MS Access and integrate data without any coding. Click here to Download Smartsheet Connector for MS Access and try yourself see how easy it is. If you still have any question(s) then ask here or simply click on live chat icon below and ask our expert (see bottom-right corner of this page).
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Documentation
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