A Quick How-To on Data Transfer Between Archicad and Smartsheet

In my twopart series on distributing design criteria via Smartsheet I explained how the heart of the process was a direct pipeline of information between Smartsheet and the architects’ and engineers’ BIM authoring tools. In my example of this I used Archicad and I wanted to share some more detail about how to make Archicad’s property import/export functionality work with Smartsheet.

Archicad has been able to import and export property data via Excel spreadsheets for several versions now and it’s a very slick way to use information to drive your BIM workflows with external vendors, subcontractors, and anyone else who communicates product and design specifications via spreadsheets. Since Smartsheet is spreadsheet-based and can import/export Excel files (among other file types), it too can be used to communicate property data with Archicad with just a couple extra steps to help all the data make the journey.

If you haven’t already used this feature of Archicad, read about it here in the Help Center before you dig into the Smartsheet workflow.

Now, here’s how property information transfer between Archicad and Smartsheet works:

  1. Just like you normally would, set up your properties and schedules in Archicad and then export them from each schedule you want to share with Smartsheet. This will give you XLSX files for each export.
  2. You can open the exported XLSX file and notice that row 1 in the spreadsheet is collapsed by Archicad. This row contains the GUIDs, which are the Midi-Chlorians of Archicad, who in this case are working behind the scenes to make things from outside of Archicad match up with things inside. You shouldn’t alter row 1 or do anything with it, so close the file without saving. It’s just important to know for later on that row 1 is there, and to note that row 2 is the headers from your Archicad schedule.
  3. Next launch Smartsheet and import the XLSX file. When you do that you’re prompted to select a row from the XLSX file to make the Column Headers in Smartsheet. You want to select row 2 here. In Smartsheet the header row doesn’t have a row number, which is different from Excel. This difference means the old Excel row 1 with all those GUIDs is row 1 in your newly imported sheet in Smartsheet.
  4. During the import process you’re also prompted by Smartsheet for which column to make the Primary Column in Smartsheet (Primary Columns have special functions that we don’t need here, but you’ll need to select one nonetheless). Select column 1 from the Excel spreadsheet, which is the column containing the GUIDs for each row in the schedule.
  5. Lock the Primary Column and row 1 in your new sheet in Smartsheet so no one messes with those while working on the rest of the schedule. Then go about filling out or changing cells as needed.
  6. When you’re ready to export the sheet from Smartsheet back into an XLSX file, do so like you normally would from Smartsheet’s File pull-down menu.
  7. Open the exported XLSX file in Excel. Here, we’ll need to move that GUID row that we made the Column Headers in Smartsheet from row 2 in the XLSX file back to row 1. Once we do that, the XLSX file is ready to be used by Archicad.

These are some images of the steps in the process noted above that may be helpful in understanding the workflow.

That’s it! A switcheroo of row 1 as it goes from the XLSX file into Smartsheet and then back into an XLSX file again is the key to this workflow. Hopefully we see a Smartsheet plug-in for Archicad someday that just does this for us automatically, but until then, this is how it’s done. Happy data-transferring!

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