Smartsheet - OpenText Identity and Access Management Integration and Automation

Common Integration Use Cases Between Smartsheet and OpenText Identity and Access Management

Smartsheet and OpenText Identity and Access Management complement each other by combining work execution and governance. Smartsheet provides the operational layer for projects, requests, and cross-functional coordination, while OpenText Identity and Access Management provides secure authentication, role-based access, and user lifecycle control. Together, they help organizations manage work efficiently without compromising access control or compliance.

1. Automated user provisioning for Smartsheet project workspaces

Data flow: OpenText Identity and Access Management to Smartsheet

When employees join a project team, OpenText Identity and Access Management can automatically provision their Smartsheet access based on role, department, or project assignment. For example, a new marketing manager can be granted access to campaign sheets, dashboards, and forms without manual IT intervention.

• Reduces delays in project onboarding
• Ensures users receive only the access they need
• Supports consistent access governance across teams

2. Role based access control for sensitive project plans

Data flow: Bi-directional

Smartsheet project owners can define workspace roles such as viewer, editor, or admin, while OpenText Identity and Access Management enforces enterprise identity policies behind those permissions. This is useful for confidential initiatives such as product launches, M and A programs, or executive planning where access must be tightly controlled.

• Protects sensitive project data
• Aligns business roles with identity policies
• Improves audit readiness and access consistency

3. Single sign on for faster and more secure Smartsheet access

Data flow: OpenText Identity and Access Management to Smartsheet

Employees can access Smartsheet through single sign on using their corporate credentials managed by OpenText Identity and Access Management. This removes password fatigue, reduces help desk tickets, and gives users a seamless entry point to project dashboards, forms, and reports.

• Improves user experience
• Reduces password reset requests
• Strengthens authentication control

4. Automated deprovisioning when employees change roles or leave

Data flow: OpenText Identity and Access Management to Smartsheet

When an employee transfers departments or exits the company, OpenText Identity and Access Management can automatically remove or adjust their Smartsheet permissions. This prevents former users from retaining access to active project plans, operational trackers, or confidential dashboards.

• Reduces security risk from stale accounts
• Supports joiner mover leaver processes
• Minimizes manual access cleanup for administrators

5. Access approval workflows for regulated or high impact projects

Data flow: Smartsheet to OpenText Identity and Access Management

Smartsheet can be used to manage access request intake, approvals, and project tracking for teams that need elevated permissions. Once a request is approved in Smartsheet, it can trigger OpenText Identity and Access Management to grant access to specific OpenText services or protected environments.

• Creates a clear approval trail
• Speeds up access requests while preserving control
• Useful for compliance driven environments

6. Centralized governance for cross functional workspaces

Data flow: Bi-directional

Organizations often use Smartsheet to coordinate work across HR, finance, IT, and operations. Integrating with OpenText Identity and Access Management allows workspace membership and permissions to reflect authoritative identity data such as department, job title, and manager hierarchy. This helps ensure the right people are included in the right workspaces.

• Improves workspace accuracy at scale
• Reduces manual permission management
• Supports enterprise governance standards

7. Audit support for access and project activity reviews

Data flow: Bi-directional

Security and compliance teams can combine identity records from OpenText Identity and Access Management with Smartsheet activity logs and project ownership data to review who had access to which workspaces and when. This is valuable for internal audits, regulated programs, and investigations.

• Provides stronger visibility into access history
• Helps validate policy compliance
• Supports audit and risk management processes

In summary, integrating Smartsheet with OpenText Identity and Access Management helps organizations deliver work faster while maintaining strong identity governance, secure access, and better operational control across teams and projects.