To use a Smartsheet template, create a new workspace from a gallery solution or save an existing sheet as a reusable template. Use the gallery when you want a ready-made process that may include sheets, forms, automations, reports, and dashboards; save a sheet when you want to reuse a design you already built.
Choose a gallery solution or save a sheet
| Starting point | Best for | What you can carry forward | How to reuse or share |
|---|---|---|---|
| Template Gallery | Starting with an example or a prebuilt workflow | A solution may include sheets, forms, automations, reports, and dashboards. | Creates the solution in a new workspace. Follow the invitation flow when creating a gallery solution, or share the workspace as appropriate. |
| Save an existing sheet as a template | Reusing a sheet structure you have already developed | You choose whether to include data, formatting, workflows, and alerts; columns and conditional formatting rules are always saved. | Templates are private and cannot be shared individually. Move one to a shared workspace for eligible collaborators to use. |
Plan availability and permissions affect which controls appear. Smartsheet’s gallery instructions list Pro, Business, and Enterprise, while its free-user feature guide says free users cannot create sheets or save sheets as templates. Check the free-user feature guide and your account permissions if an option is missing.
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Find a template in the gallery
- Select +Create in the left navigation.
- Select More options.
- In Start with a popular template, select View all templates. You can also open the Template Gallery directly.
- Choose a category and apply filters. Select a thumbnail to read its description and preview the solution; use the preview controls to see which components it contains.
- Select Create from template. Smartsheet creates the solution and its contents as a new workspace in your account.
The gallery is not limited to blank sheets. A solution can combine sheets, forms, automation, reports, and dashboards. Check the preview to confirm that its components fit the process you need.
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- Rename components. Update the workspace, sheets, reports, and dashboards to match your team. Renaming does not change how the template functions.
- Inspect how the solution works. Review the sheets, reports, and dashboards. Look for formulas, forms, automations, report filters, and dashboard widgets before changing the structure.
- Remove sample data selectively. Clear example content only after checking what depends on it. Preserve cell references, formulas, hierarchy, and other capabilities that affect function.
- Adjust the process. Edit cell data, change column types, revise report filters, or create dashboard widgets to suit your workflow.
- Verify the result. Confirm that reports and dashboards still reflect the intended sheets after edits. This is a practical check based on the documented dependencies, not an automatic validation feature.
For the gallery workflow and customization guidance, see Smartsheet’s Template Gallery guide.
Save an existing sheet as a reusable template
- Open the sheet you want to reuse and select File > Save as Template.
- Enter a template name and choose a location.
- Under Automated Workflow & Alert Options, choose whether to include workflows and alerts. For copy-row or move-row workflows, choose whether to reverse the destination.
- Under Data & Formatting Options, select the content to retain. Columns and conditional formatting rules are always saved. To keep only column names and types, uncheck sheet data and formatting.
- Select Save.
When a new sheet is created from this template, locate it through Browse in the relevant folder or workspace, select it to preview, then choose Use Template. Name the new sheet, select which saved features to include—such as data, formatting, attachments, discussions, or forms—choose a destination, and save.
Automated workflows exclude specific email addresses. Re-enter those addresses in sheets created from the template. For the complete save-and-reuse procedure, consult Smartsheet’s templates guide.
Share a template or gallery solution
A template saved from a sheet is private and cannot be shared individually. One option is to move it to a shared workspace: people shared to that workspace with Admin access can create new sheets from it. For a gallery solution, use the documented invitation flow while creating it. Check permissions in your own account and workspace, since access depends on that context.
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If a business process is larger or more specialized than the available gallery options, Smartsheet’s guidance suggests considering its Solution Services team to assess and design a solution. See the gallery guidance for that suggestion.
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