Smartsheet - Preservica Integration and Automation

Common Integration Use Cases Between Smartsheet and Preservica

1. Project Tracking for Digital Preservation Initiatives

Data flow: Smartsheet to Preservica, with status updates back to Smartsheet

Organizations can use Smartsheet to plan and manage digital preservation projects such as archive migrations, retention reviews, or records digitization programs. Project tasks, owners, deadlines, and dependencies are tracked in Smartsheet, while completed deliverables, preserved files, and archive metadata are stored in Preservica. Preservica can send preservation status updates, ingest confirmations, or exception alerts back to Smartsheet so project managers have a single view of progress and risk.

Business value: Improves visibility across preservation programs, reduces manual status chasing, and helps teams keep archive work on schedule.

2. Records Transfer and Archiving Workflow

Data flow: Smartsheet to Preservica

Business teams can use Smartsheet forms and workflows to initiate records transfer requests for contracts, policies, project files, or compliance documents. Once approved, the relevant files and metadata can be pushed into Preservica for long-term retention and preservation. Smartsheet can capture request details such as record type, retention category, business owner, and transfer date, ensuring the archive process is controlled and auditable.

Business value: Streamlines handoff from operational teams to records management, reduces email-based transfers, and supports governance and compliance requirements.

3. Preservation Exception Management

Data flow: Preservica to Smartsheet

When Preservica identifies issues such as failed ingest, missing metadata, file format risks, or validation errors, those exceptions can be automatically logged in Smartsheet for remediation tracking. Records managers, IT support, and content owners can assign ownership, set due dates, and monitor resolution in a shared workspace. This creates a structured workflow for handling preservation issues instead of relying on ad hoc communication.

Business value: Accelerates issue resolution, improves accountability, and reduces the risk of unresolved archive defects.

4. Compliance and Retention Review Coordination

Data flow: Bi-directional

Smartsheet can be used to schedule and manage periodic retention reviews, legal holds, and disposition approvals. Preservica provides the underlying archived content and metadata needed to support those reviews. Review outcomes, such as retain, dispose, or extend retention, can be sent back to Preservica to update preservation actions and lifecycle status. This is especially useful for regulated industries that need documented approval workflows.

Business value: Supports defensible disposition, strengthens audit readiness, and reduces the effort required to manage retention cycles.

5. Archive Migration Program Management

Data flow: Smartsheet to Preservica, with migration progress back to Smartsheet

During migration from legacy file shares, shared drives, or older content systems, Smartsheet can serve as the master plan for source inventories, migration waves, testing milestones, and stakeholder signoffs. Preservica can receive the content and metadata for preservation, while migration completion status, failed items, and validation results are updated in Smartsheet. This gives program teams and business sponsors a clear view of migration progress across departments.

Business value: Improves control over large migration efforts, reduces missed dependencies, and provides executive-level reporting on progress.

6. Access Request and Fulfillment Workflow

Data flow: Smartsheet to Preservica

Users can submit archive access requests through Smartsheet forms for preserved documents, historical records, or reference materials. Smartsheet routes approvals to the appropriate business owner or records team, and once approved, Preservica can provide the requested content or access action. Request details and fulfillment status remain visible in Smartsheet for tracking and service management.

Business value: Creates a controlled request process, improves response times, and ensures access to archived content is properly governed.

7. Executive Reporting on Preservation Operations

Data flow: Preservica to Smartsheet

Preservica can feed operational metrics into Smartsheet dashboards for reporting on archive growth, ingest volumes, preservation exceptions, retention review completion, and disposition activity. Smartsheet can then be used to create portfolio-style dashboards for leadership, compliance teams, and records managers. This helps organizations monitor the health and throughput of their preservation program without relying on manual report compilation.

Business value: Enhances transparency, supports management reporting, and enables faster decision-making based on current archive performance.

8. Cross-Functional Content Stewardship Workflow

Data flow: Bi-directional

For organizations where multiple teams share responsibility for long-term content stewardship, Smartsheet can coordinate tasks across legal, compliance, IT, and business units while Preservica maintains the authoritative preserved record. Smartsheet can manage approvals, reviews, and task assignments, and Preservica can provide the content context, metadata, and preservation status needed for those activities. This is useful for managing high-value records such as board materials, policy documents, research outputs, or regulated communications.

Business value: Improves collaboration across departments, establishes a clear chain of responsibility, and ensures preserved content remains aligned with business governance processes.