run step to smartsheet sync.md

Run Step to Smartsheet Sync

How It Works

When a run step is updated in ION, this integration finds the matching row in your Smartsheet by looking for the step's URL in the configured URL column, then writes the step's status, check-in time, and completion time to the mapped columns.

Prerequisites

The Smartsheet must have a column containing the ION run step URL (e.g., https://app.firstresonance.io/runs/123/steps/456). The integration matches rows by the /steps/{stepId} portion of the URL, so the cell just needs to contain that segment — the full URL is recommended for clarity but not strictly required
Run Step Sync Enabled must be set to true on the Run Step Sync config page

Configuration

All settings are on the Run Step Sync config page.

Setting	Default	Description
Run Step Sync Enabled	`false`	Master switch for this flow. Must be `true` to enable syncing.
Run Step Smartsheet Sheet	(required)	ID of the Smartsheet sheet to sync into. This should be a different sheet than the one configured in Run Sync — run steps track individual step progress, not the run itself.
Run Step URL Column	`Run Step URL`	Name of the column in Smartsheet that contains the ION run step URL. Used to match rows.
Run Step Column Mapping	See below	Maps Smartsheet column names to ION run step fields.

Default Column Mapping

Smartsheet Column	ION Field
`Status`	`status`
`Check In`	`startTime`
`Completed`	`endTime`

You can rename the Smartsheet columns and update this mapping to match. Valid ION field names are status, startTime, and endTime.

Data Written

ION Field	Value Written	Format
`status`	Run step status	Underscores replaced with spaces (e.g., `IN_PROGRESS` → `IN PROGRESS`)
`startTime`	When the step was checked into	`YYYY-MM-DD` in the configured timezone
`endTime`	When the step was completed	`YYYY-MM-DD` in the configured timezone

Only non-null values are written. If a step has no start time yet, that column is left unchanged.

Row Matching

The flow scans the sheet for rows where the Run Step URL Column contains /steps/{stepId}. If multiple rows match, all are updated.

Timezone

Dates are formatted using the Timezone setting on the Settings config page (default: America/Los_Angeles). Set this to your local IANA timezone (e.g., America/New_York, UTC) to ensure dates display correctly in Smartsheet.

Troubleshooting

Symptom	Likely Cause
Row not updated	The URL column name doesn't match Run Step URL Column, or the cell doesn't contain the full step URL
Dates in wrong timezone	Timezone setting on the Settings page is incorrect
Flow not running	Run Step Sync Enabled is `false`
Row not updated after pasting a URL and updating a Run Step.	Smartsheet may not have persisted the cell value yet — if the step is updated in ION immediately after pasting the URL, Smartsheet may still be saving on their end. Wait up to 2 minutes after pasting the URL before triggering a step update.