Best Of
Re: COUNTIF Formula for Contact Column
The formula originally given should work
=COUNTIF({Contact},HAS(@cell,[Name(contact)]@row))
Example data:
Cross sheet look up:
If you're trying to do something different to this, let me know as I may have the wrong idea of what you're trying to accomplish!
Nick Korna
Re: How to tirgger multiple different actions in response to a single Automation Trigger?
Thank you Frank. I understand the pattern now. I guess there's a trade-off. Your pattern keeps all of the actions in a single Automation (which is good, and what I was looking for), but introduces some potentially complicated conditional logic/flows. The alternative is two Automations (not ideal), but with a straightforward condition directly on the trigger.
Thank you for the feedback and suggestions.
-tom
Tommi
Re: New streamlined creation experience
I don't get to use Smartsheet as much in my new position, but was a super user in my previous job and am also surprised and disappointed with this 'strategic shift' release. Not every use of Smartsheet needs a workspace. Yes, group work where you can easily share a collection of multiple sheets, reports, dashboards for either targeted project or client is fantastic. But not having the ability to organize my own work and select between my personal sheets and a workspace is frustrating. It is like creating a new folder in a directory every time you create a new Word document. I should be able to default new items to my Sheets folder, like a personal directory, and if I need something new in a specific workspace I will do it there. This is a 'delta' in my opinion.
Rusty314
Re: New streamlined creation experience
Sent in feedback via the attached form on the OP, but want to publicly express my frustration here about this change. Who approved this? Without having a sheet space I am now resigned to create an individual workspace to share individual documents with people. I manage the Smartsheet account for 100 people in our office and share many documents at a singular level outside of our workspaces that are established. This is going to be problematic. I've already had to direct multiple employees to customer service who are having document issues as a result of this change.
Please restore this functionality immediately.
Worst. Change. Ever.
Brian Wilson DC
Re: Sheets to Workspaces - Permission Help
Hi @Jerika
You're not alone—this is a frustrating part of the transition from Sheets > Workspace. Here's what I found from testing and digging into Smartsheet behavior:
- When moving a sheet from the "Sheets" folder into a Workspace, any sheet-level sharing is lost. That means users previously invited to specific sheets no longer have access unless you re-invite them.
- Unfortunately, I couldn't find a way to retrieve share history using the Smartsheet API. Even the
GET Eventsendpoint doesn't track share/unshare actions, which limits auditability. - As it stands, **you’ll need to manually add shares - a chore! - after moving items into a Workspace, especially if each sheet had unique permissions.
- The effort users put into sharing sheets with the right people and right permission levels will be completely lost after the move. What a burden to users!
- Regarding the share history, you can check past activities—including shares—using the Activity Log, but only up to 90 days can be downloaded.
- To help:
- Filter the Activity Log for sharing activity.
- Export to CSV.
- You will get an email.
- Import the CSV
- Extract emails and permissions from the “Details” column using these formulas:
- Email:
=IF(ISTEXT(Details@row), MID(Details@row, FIND(CHAR(40), Details@row) + 1, FIND(CHAR(41), Details@row) - FIND(CHAR(40), Details@row) - 1)) - Permission:
=IF(ISTEXT(Details@row), MID(Details@row, FIND(CHAR(34), Details@row) + 1, FIND("permissions", Details@row) - FIND(CHAR(34), Details@row) - 3))
a-b
c.
d.
The imported sheet looks like this.
e.
In the long term, you could use a helper tool that reads sheet shares, moves sheets to a workspace, and re-applies permissions automatically. Let me know if you’d like help building that kind of tool.
Re: Help With Index-Collect and Cross Sheet Referencing
Hi @Mitchell S. I think INDEX/COLLECT is the way to go. Why are you choosing 2 for the row index? Have you tried that as a 1? Note that if this works it will return the first Contractor it finds where Subcontractor is Yes and scope is Utilities. You may also want to match on PCM number? You can add that to the Collect just as you did the other 2 criteria.
Hope this helps!
Adam Murphy
Re: Control Center Global Updates - Remove Embedded Image
Hi @Patrick Fleming,
I checked with our Support team and was able to confirm that your ticket has now been resolved. For other members reviewing this thread, I can confirm that it’s not currently possible to remove images inserted in cells via global updates, and they must be removed manually.
When you have a moment, please submit your feature request to the Product team by creating an Idea Post in the Smartsheet Product Feedback and Ideas topic here in the Community. This will allow other users to vote on your enhancement idea!
Thanks,
Georgie
Georgie
Re: Links broken
Hi @SMThomas,
It’s possible for the sheet Owner or a sheet Admin to request a sheet snapshot from a certain point via the Activity Log - however, this will not restore the cell links, only the data the cell links displayed at that point in time.
If your cell links from the Intake sheet to the Profile Datasheet are missing, you can take the steps within the following help article to set up the profile data again: Smartsheet Control Center: Define and track your project with project profile data. If this restores cell links for a project, you can then complete it manually for other projects too.
Other cell links would have to be manually added back to the sheet.
I found a similar idea post here: Version Control/Backups That Maintain Cell Links. Please add your vote to this idea if it matches your request. You’ll then receive updates when the status of the idea changes!
If the request provided doesn’t quite match your suggestion, please create a new Idea Post in the Smartsheet Product Feedback and Ideas topic. This will allow other users to vote on your enhancement idea!
Thanks,
Georgie
Georgie
Re: Formula to return action if / in field, copy cell if no /
Hi @MRL you are already very close. Try something like this:
=IF(CONTAINS("/", [Credit Line]@row), LEFT([Credit Line]@row, FIND("/", [Credit Line]@row) - 1), [Credit Line@row))
Would that work?
Adam Murphy
Re: Activity Log should reflect all changes made to a sheet (in detail) including Workflows
I checked the Activity Log and confirmed that actions like "Send Row" or "Send Sheet as Attachment" are not recorded. Even though there's an "Automation" filter, it only captures automation rule creation or updates—not actual executions such as “Request Approval” or “Alert Someone.”
From what I see, Smartsheet doesn’t seem to log these email-triggering activities at all, except for "Approval Requests," which do have a menu to view their history. I’ve also checked the Smartsheet API and could not find any method that exposes the history of emails sent through automations.
So when the original post says “this data is already in the back end of the system,” I’d really appreciate clarification from a Smartsheet employee.
Additionally, in the Admin Center, there is a control under
Security & Controls > Permissions > Notifications and Requests
that allows admins to manage who can receive notifications and requests from people in your organization. However, in practice, organizations often need to allow these actions to ensure workflows function—particularly automations like “Request Update,” “Request Approval,” “Send Row,” or “Alert Someone.”
This introduces a security gap: even if an organization restricts sheet sharing, disables external publishing, or limits report/dashboard access, users can still use Smartsheet’s system-generated email functions to send sensitive row data externally. This effectively bypasses administrative controls meant to contain data within approved boundaries.
Because of this, it’s critically important for admins to have audit visibility into all outbound emails, whether system-generated through automations or manually sent (such as using “Send Row,” or “Send as Attachment”). Both types of emails can include sensitive row-level data, and the security risk is the same—data can be leaked, intentionally or unintentionally, outside the organization’s controlled environment. Visibility into what was sent, when, and to whom is essential for maintaining data governance.