◈ Automation

OpenAir ↔ Smartsheet Sync

Automated project setup and time forecasting workflow integration.

Project Size

1 engineer

Timeline

3 weeks

Technologies

OpenAir API, Smartsheet API

1Challenge

Project managers maintained parallel project data in OpenAir and Smartsheet. Manual synchronization was error-prone and time-consuming, leading to forecasting inaccuracies.

2Requirements

Bidirectional sync between OpenAir and Smartsheet
Automated project creation workflow
Time forecast updates from Smartsheet to OpenAir
Resource allocation visibility
Error handling and notifications

3Solution

We implemented an n8n workflow that synchronizes project data bidirectionally. New projects in OpenAir automatically create Smartsheet sheets, and time forecasts in Smartsheet flow back to OpenAir for resource planning.

Key Features

Bidirectional Sync: Changes flow both directions

Auto Project Setup: New projects trigger sheet creation

Forecast Integration: Smartsheet → OpenAir time forecasts

Error Notifications: Slack alerts on sync failures

4Results

Eliminated 5 hours/week of manual data entry

Forecast accuracy improved by 40%

Zero data discrepancies between systems

PMs focus on projects, not spreadsheets

5Conclusion

The integration has eliminated a major pain point for project managers. They now trust that both systems show the same data without manual reconciliation.

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