Definition

The Create Row action in Smartsheet allows you to automatically insert a new data entry into a specific sheet within your Smartsheet account. This action is fundamental for workflows that require data collection, logging, or syncing information from other systems into a central spreadsheet.

Key capabilities include:

• Targeting any specific sheet within your connected Smartsheet account.
• Controlling the placement of the new row (inserting it at the very top or appending it to the bottom).
• Mapping dynamic data to specific columns within the selected sheet.

This action streamlines data entry processes, ensuring that your Smartsheet records are always up-to-date without manual intervention.

Inputs

1. Connection

• Purpose: Establishes the link between Zenphi and your Smartsheet account, authorizing Zenphi to access your sheets and write data to them securely.
• Practical Guidance: Select an existing connection from the dropdown list. If you haven’t connected yet, click the + button to authorize access to your Smartsheet environment.
• Use Case Context: Ensures the automation creates the row in the correct organization’s account.

2. Sheet id

• Purpose: Identifies the specific spreadsheet where the new row will be created.
• Practical Guidance: Select the desired sheet directly from the dropdown menu.
• Use Case Context: You would use this to specify that the new employee data should go into the “HR Onboarding” sheet.

3. Add to the top

• Purpose: Determines the position of the new row within the sheet.
• Practical Guidance: Set this to Yes to insert the row at the very top of the sheet, pushing existing rows down. Set it to No to append the row to the absolute bottom of the sheet.
• Use Case Context: Set this to Yes for a “Recent Issues” log so the newest items are always immediately visible at the top.

4. Columns

• Purpose: Maps the data you want to save into the corresponding columns of the selected sheet.
• Practical Guidance: Once you select a sheet, this section will automatically load the column names defined in that Smartsheet. You can then type in static text or use the token picker to map dynamic values (like form responses) into the appropriate fields.

Outputs

1. Row ID

• Data Description: A unique string of numbers generated by Smartsheet that permanently identifies the specific row, regardless of its position or content.
• Workflow Utility: This is the most critical output. You can pass this ID to an Update Row or Delete Row action later in the flow, save it to a Zenphi Table for record-keeping, or map it anywhere else in your workflow to reference this exact entry.

2. Row Number

• Data Description: A numeric value representing the row’s current visual position in the sheet (e.g., 1, 50).
• Workflow Utility: Useful for notifications. You can send an email saying, “Your data has been added to Row 15.” (Note: This number will change if rows above it are later added or deleted).

Example Use Cases

1. Centralize Form Responses: Capture data from external forms (Google Forms, Typeform, Zenphi Forms) directly into a master Smartsheet for real-time tracking.

2. Log Support Tickets: Automatically create a new row in an issue tracker sheet whenever a support email is received or a ticket is raised in a helpdesk system.

3. Archive Completed Tasks: Move data from an active project board to a separate archive sheet when a task status changes to “Complete” to keep the main view clean.

4. Sync CRM Leads: Add new sales leads to a master tracking sheet whenever a new contact is added to your CRM platform (like Salesforce or HubSpot).

5. Track System Audits: Create a secure log entry in Smartsheet whenever a sensitive file is accessed or modified in Google Drive or SharePoint.

Example Scenario: The HR Onboarding Tracker

Goal

The HR department wants to streamline the onboarding process. Currently, when a new employee joins, HR manually types their details into a “New Hires” Smartsheet. They want this data to populate instantly when an onboarding form is submitted.

Steps to Implement

1. Define the Trigger: Use a Zenphi Form trigger to capture the initial data (Name, Department, Start Date, and Email).

2. Configure the “Create Row” Action:

• Connection: Select your authorized Smartsheet connection.
• Sheet id: Choose the “New Hires Tracker” sheet from the dropdown menu.
• Add to the top: Set this to Yes so the most recent hires appear at the top of the list.
• Columns: Once the sheet is selected, the columns will appear. Use the token picker to map the output values from the Zenphi Form trigger into their corresponding Smartsheet columns.

3. Handle the Output (Optional): Pass the Row ID output into a Send Email step to notify the IT team, referencing the specific row they need to look at for equipment provisioning.

Outcome

Whenever the onboarding form is submitted, a new row is immediately created at the top of the Smartsheet. This eliminates manual data entry and ensures the HR tracker is always up-to-date.

Best Practices

1. Format Specific Data Types Correctly: All data is pushed to Smartsheet as text, but you must ensure the format matches what Smartsheet expects for specific columns. For example, if you are mapping data to a “Date” column, ensure the value is formatted in standard ISO format (e.g., "2026-02-20T15:03:51Z").

Tip

If you are not sure about the expected way to provide data for a specific field, use a List Rows or Find Row action in a test run to see how Smartsheet formats the output data for that column, and format your input to match.

2. Capture the Row ID: If your workflow involves a multi-step approval process where the row needs to be updated later (e.g., changing a status to “Approved”), always store the Row ID output from this action for future reference.

3. Renaming Columns is Safe: Zenphi intelligently maps your data using Smartsheet’s underlying Column IDs, not their display names. This means that if someone changes the name of a column in Smartsheet later, your workflow will not break.