Migrating Smartsheet Data to Google Sheets and Google Forms: A Hands-On Deep Dive

This workshop helps Smartsheet users migrate data and workflows to Google Sheets and Forms while following PHI guidelines. Learn to assess sheets, clean exports, rebuild forms, work with automations, and apply best practices.

This workshop is designed for data administrators seeking to transition from Smartsheet to the Google Workspace ecosystem without losing data integrity. Participants will move beyond simple export/import functions to master a complete migration strategy, learning how to map complex Smartsheet columns (including checkbox grids and attachments) to Google Sheets and Forms structures. 

Through guided, practical exercises, attendees will explore ways to replicate Smartsheet’s notification logic and reporting capabilities. Discover how to convert a legacy Smartsheet project into a functional, cost-effective Google-based solution that maintains your team's data continuity and reporting power. 

Workshop Topic Outline

I. Introduction & Migration Planning

• Overview of the Smartsheet - Google ecosystem shift
• Moving high-risk data from Smartsheet to Google Sheets and Forms
• Key differences between Smartsheet, Google Sheets, and Google Forms
• What can and cannot be replicated directly
• Migration planning: identifying sheets, forms, and workflows to transition

II. Preparing Data in Smartsheet

• Export options: CSV, XLSX, Google Sheets export
• Understanding column types and potential compatibility issues
• Cleaning and normalizing data before import
• Protecting data integrity: versioning, backups, and documentation

III. Building Google Sheets as the New Data Source

• Importing Smartsheet data into Google Sheets
• Structuring sheets for usability
• Replicating formulas and creating equivalent Google Sheets functions
• Using filters, views, and conditional formatting to replace Smartsheet features

IV. Re-Creating Smartsheet Forms in Google Forms

• Creating Google Form fields to map to a Google Sheet
• Best practices for question types, branching, and required fields
• Customizing appearance, settings, and response collection
• Connecting forms to Google Sheets and managing response data

V. Rebuilding Automations & Workflows

• Understanding equivalent automation tools: Smartsheet automation vs. Google Forms/Sheets + Add-ons
• Using Google Sheets features: notifications, comments, filters, and protected ranges

VI. Troubleshooting & Best Practices

• Common migration pitfalls
• Data cleaning tips
• Maintaining consistency across teams during and after migration