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Become an AI Pro

Science & Technology

Introduction

Welcome to your express lane for mastering AI and Smartsheet! Whether your goal is to calculate your first KPI, streamline formula creation, summarize tasks, or write and analyze text, you're in the right place. I’m Algra Silx, Senior Product Marketing Manager for AI Tools at Smartsheet, and I’m thrilled to share how powerful these tools can be for our customers.

Learning Objectives

Today, we will cover:

  • Understanding Smartsheet AI capabilities
  • Learning how to access and utilize these AI tools
  • Mastering the art of AI prompt writing

What are Smartsheet AI Tools?

Smartsheet is not just developing AI for the sake of it; we have identified several opportunities within our core platform where generative AI can supercharge our users while ensuring data security. So far, we have released two AI tools for Enterprise customers, with more to come.

  1. Generate Formulas: Formulas drive processes, allowing business users to answer questions effectively. Previously, some customers found formulas hard to use due to the complexity of formula syntax. Now, our AI model can understand plain language commands, enabling users to describe their needs and have the AI write the formula for them.

  2. Text & Summaries: In addition to generating formulas, our AI can be used to write ad copy, extract specific pieces of information, analyze sentiment, translate text, summarize tasks, and more.

Quick Examples

Let's dive into two quick examples:

  1. Calculating Profit Margin: A stakeholder requested the profit margin on a project. With the AI's help, I simply described what I needed, and it generated the formula accurately, empowering users to calculate KPIs regardless of their experience level.

  2. Summarizing Notes: When faced with a lengthy update from a team member, I asked the AI to summarize the information in 30 words or less. The AI delivered concise insights almost instantaneously.

How It Works

Our AI tools are designed to understand plain language prompts, leveraging emerging technologies known as large language models (LLMs). These models are trained on vast amounts of data, including internal resources specific to Smartsheet, to ensure the AI understands applicable formulas and commands.

Responsible AI Practices

At Smartsheet, we prioritize responsible AI implementations guided by principles of:

  • Responsibility
  • Transparency
  • Security
  • Empowerment

Importantly, we do not use your AI data to train public models.

Crafting Perfect AI Prompts

Creating effective AI prompts is akin to crafting a recipe. You need a clear final dish in mind, a list of ingredients, and specific cooking directions. Remember, the key ingredient is clarity.

Example: Task Health Formula

To calculate task health using due date and status, I had to provide specific definitions detailing what "red," "yellow," and "green" meant in our context. This level of clarity empowered the AI to generate a precise formula based on my structured recipe.

Accessing AI Tools

To access these tools, open a sheet where you have editor or higher permissions and select the sparkle AI icon in the right rail. The AI tools panel will open, allowing you to harness the power of AI in Smartsheet.

Best Practices & Pro Tips

  1. Embrace Errors: Errors are part of the process. Read error messages and update your prompts accordingly.
  2. Debugging: If you’re having issues with a formula, ask the AI to help identify what's wrong.
  3. Review History: You can edit previous prompts to refine your results.

Additional Resources

  • Help & Learning Center: Access videos, help articles, and webinars tailored for Smartsheet users.
  • AI Web Page: Stay updated on what's new and upcoming in AI tools.
  • Data Security White Paper: For more info on data usage and security practices.

Conclusion

Congratulations! You now know the ins and outs of Smartsheet AI tools, how to access them, and how to craft effective prompts. Remember, practice makes perfect—explore and experiment with these tools to refine your skills.

Don’t forget to fill out our webinar survey to share your thoughts, and if you have questions about Enterprise licensing, let us know in the survey or chat to get connected with an account team.

Keyword

Smartsheet, AI tools, generate formulas, text summaries, responsible AI, formula creation, prompt writing, task health, data security.

FAQ

Q: What are the key capabilities of Smartsheet AI tools?
A: Smartsheet AI tools can generate formulas and provide text summaries, allowing users to streamline processes, analyze data, and create text-based outputs.

Q: How can I access these AI tools?
A: To access Smartsheet AI tools, open a sheet with editor permissions and select the sparkle AI icon in the right rail.

Q: What should I do if I encounter an error while using the AI tools?
A: Read the error message carefully and adjust your prompt based on the feedback provided by the AI model.

Q: Is my data used to train the AI models?
A: No, Smartsheet does not use your AI data to train public models, ensuring the privacy and security of your data.

Q: Where can I find resources to learn more about Smartsheet AI?
A: You can find resources, including help articles, videos, and upcoming AI tools, on our Help & Learning Center.