Forrest Tuten
CEO & Co-Founder

Efficiency At Your Fingertips: Exploring The Smartsheet Document Builder

November 3, 2023

Do you spend hours creating documents from scratch? Do you wish there was a way to automate the document creation process? If so, then you need to check out Smartsheet Document Builder.

Smartsheet Document Builder is a powerful tool that can help you streamline and automate the document creation process. With Smartsheet Document Builder, you can create templates, use dynamic fields, and collaborate with others in real-time.

In this blog post, we will explore the efficiency and benefits of using Smartsheet Document Builder. We will also provide some tips and best practices for maximizing efficiency when using the tool.

What Is Smartsheet Document Builder?

Smartsheet is a project management tool that helps teams collaborate and manage projects. Smartsheet Document Builder is a feature of Smartsheet that allows you to create and automate documents.

With Smartsheet Document Builder, you can create templates that can be used to create documents quickly and easily. You can also use dynamic fields to populate your documents with data from Smartsheet sheets.

Smartsheet Document Builder also allows you to collaborate with others in real-time. This means that you can work on documents with others at the same time and see their changes as they happen.

Streamline Document Creation Process

Efficient document creation is essential for any successful project management endeavor. Smartsheet Document Builder offers a revolutionary solution to simplify and automate this process, empowering teams to generate high-quality documents effortlessly. Let's explore how this powerful tool revolutionizes the way we create documents:

  1. Simplification And Automation:

Smartsheet Document Builder takes the complexity out of document creation by automating repetitive tasks. Instead of manually populating documents with data from spreadsheets or databases, the Document Builder seamlessly integrates with Smartsheet's project management functionalities. This integration allows users to pull real-time data directly into their documents, eliminating the need for tedious copy-pasting and data entry.

  1. Utilizing Templates And Dynamic Fields:

Templates are the backbone of the Smartsheet Document Builder's efficiency. These pre-designed layouts act as blueprints for different document types, such as reports, proposals, and invoices. Users can create and customize templates to suit their specific needs and branding. With templates in place, generating new documents becomes a breeze, as the Document Builder automatically fills in the content with data from corresponding Smartsheet projects.

Dynamic fields take personalization to the next level. They allow users to include conditional statements and logic within the templates, enabling the system to display context-aware information. For instance, if a project is marked as "completed" in Smartsheet, the dynamic field in the document can be programmed to display "Project Completed" automatically. This saves time and ensures that documents are always up to date and accurate.

  1. Real-Time Collaboration And Updates:

In a team-oriented environment, collaboration is crucial. The Smartsheet Document Builder embraces this aspect fully. Multiple team members can work on the same document simultaneously, making it an ideal tool for real-time collaboration. No more version control issues or lengthy email chains.

As updates are made to the source data in Smartsheet, the Document Builder reflects these changes instantaneously in the associated documents. This ensures that all team members have access to the most current and accurate information at all times.

Furthermore, the ability to collaborate in real-time enables project managers to receive input and feedback from team members promptly, leading to more agile decision-making and improved document quality.

Tips And Best Practices

Smartsheet Document Builder is a game-changer when it comes to streamlining document creation. To make the most of this powerful tool and boost your productivity, consider implementing the following practical tips and tricks:

  1. Design Efficient Templates: Create templates that cover various document types commonly used in your projects. Well-designed templates should be easy to navigate, with clear labels for each field. Utilize conditional formatting to make dynamic content stand out and guide users to fill in the required information correctly.
  2. Utilize Formulas And Functions: Leverage the power of formulas and functions within Smartsheet to automate calculations and data population in your documents. This can significantly reduce manual data entry and ensure accuracy. For instance, you can use formulas to calculate total costs, percentages, or project completion status directly in the document.
  3. Organize Templates For Easy Access: Organize your templates in a logical and user-friendly manner. Create folders or categories based on document types, project phases, or departments. This will make it easier for users to locate the relevant template quickly and consistently use the correct one.
  4. Set Permissions And Access Controls: When collaborating on templates, it's essential to manage permissions and access controls effectively. Define who can edit, view, or share specific templates to maintain data security and prevent unintended changes.
  5. Provide Clear Instructions And Guidance: Include clear instructions and guidance within the templates. Use comments or placeholder text to explain the purpose of each field and provide examples of what type of information should be entered. This will help users fill out the documents correctly and consistently.
  6. Regularly Update Templates: Keep your templates up to date with the latest information and formatting. As your projects evolve and your organization grows, review and refine your templates to ensure they remain relevant and aligned with current practices.
  7. Train Users Effectively: Provide training and resources to your team members on how to use the Smartsheet Document Builder efficiently. A well-informed team will be more confident and capable of utilizing the tool's full potential.
  8. Test Templates Before Implementation: Before rolling out new or updated templates to the entire team, conduct thorough testing. This will help identify any issues or improvements needed, ensuring a smooth transition to the new system.


Smartsheet Document Builder is a powerful tool that can help you streamline and automate the document creation process. With Smartsheet Document Builder, you can create templates, use dynamic fields, and collaborate with others in real-time.

If you're looking for a way to save time and improve the efficiency of your document creation process, then you should check out Smartsheet Document Builder. By trying the tool for themselves, they can unlock its full capabilities and witness the impact it can have on their project management workflows. Embrace the power of the Smartsheet Document Builder and take your document creation process to new heights of efficiency and productivity.

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