Connecting Amazon Q Business to Smartsheet using the console

Connecting Amazon Q to Smartsheet

1. Sign in to the AWS Management Console and open the Amazon Q Business console.

2. From the left navigation menu, choose Data sources.

3. From the Data sources page, choose Add data source.

4. Then, on the Add data sources page, from Data sources, add the Smartsheet data source to your Amazon Q application.

5. Then, on the Smartsheet data source page, enter the following information:

6. Name and description, do the following:

   • For Data source name – Name your data source for easy tracking.

     Note

     You can include hyphens (-) but not spaces. Maximum of 1,000 alphanumeric characters.

   • Description – optional – Add an optional description for your data source. This text is viewed only by Amazon Q Business administrators and can be edited later.

7. In User type – Choose the user type in your Smartsheet account. You can choose between System Admin and Non-System Admin. System Admins can ingest sheets, folders, and workspaces into Amazon Q Business. Non-System Admins can ingest only sheets.

8. Authentication – Enter the following information for your AWS Secrets Manager secret.

   1. Secret name – A name for your secret.

   2. For Smartsheet API access token – Enter the value for the access token you created in your Smartsheet account.

9. IAM role – Choose an existing IAM role or create an IAM role to access your repository credentials and index content.

   Note

   Creating a new service IAM role is recommended.

   For more information, see IAM role.

10. In Sync scope, enter the following information:

    1. In Select specific sheets, folders, and workspaces, for ID type – Select content to sync using a specific Sheet ID, Folder ID, and Workspace ID.

    2. For Select attachments and conversations, select from the following options:

       • All attachments – Select to include all attachments.

       • All conversations – Select to include all conversations.

    3. In Additional configuration – optional, select from the following options:

       • Sheet and folder regex patterns – Choose to include or exclude specific sheet and folder names using regex patterns.

       • Attachment regex patterns – Choose to include or exclude specific files by name and type using regex patterns.

    4. For Maximum file size – Specify the file size limit in MBs that Amazon Q will crawl. Amazon Q will crawl only the files within the size limit you define. The default file size is 50MB. The maximum file size should be greater than 0MB and less than or equal to 50MB.

    5. Multi-media content configuration – optional – To enable content extraction from embedded images and visuals in documents, choose Visual content in documents.

       To extract audio transcriptions and video content, enable processing for the following file types:

    6. Advanced settings

       Document deletion safeguard - optional–To safeguard your documents from deletion during a sync job, select On and enter an integer between 0 - 100. If the percentage of documents to be deleted in your sync job exceeds the percentage you selected, the delete phase will be skipped and no documents from this data source will be deleted from your index. For more information, see Document deletion safeguard.

11. For Sync mode, choose how you want to update your index when your data source content changes. When you sync your data source with Amazon Q for the first time, all content is synced by default.

    • Full sync—Sync all content regardless of the previous sync status.

    • New, modified, or deleted content sync—Sync only new, modified, and deleted documents.

12. In Sync run schedule, for Frequency – Choose how often Amazon Q will sync with your data source. For more details, see Sync run schedule.

    Note

    The Amazon Q Business Smartsheet connector doesn't support hourly syncs. For optimal performance, choose to sync your data during a time window outside of 11am UTC to 11pm UTC.

13. Tags - optional – Add tags to search and filter your resources or track your AWS costs. See Tags for more details.

14. Field mappings – A list of data source document attributes to map to your index fields. Add the fields from the Data source details page after you finish adding your data source. You can choose from two types of fields:

    1. Default – Automatically created by Amazon Q on your behalf based on common fields in your data source. You can't edit these.

    2. Custom – Automatically created by Amazon Q on your behalf based on common fields in your data source. You can edit these. You can also create and add new custom fields.

       Note

       Support for adding custom fields varies by connector. You won't see the Add field option if your connector doesn't support adding custom fields.

    For more information, see Field mappings.

15. In Data source details, choose Sync now to allow Amazon Q to begin syncing (crawling and ingesting) data from your data source. When the sync job finishes, your data source is ready to use.

    Note

    View CloudWatch logs for your data source sync job by selecting View CloudWatch logs. If you encounter a Resource not found exception error, wait and try again as logs may not be available immediately.

    You can also view a detailed document-level report by selecting View Report. This report shows the status of each document during the crawl, sync, and index stages, including any errors. If the report is empty for an in-progress job, check back later as data is emitted to the report as events occur during the sync process.

    For more information, see Troubleshooting data source connectors.