How to use automation to copy only certain rows to another sheet?

Vicky.Malhotra

I have large rows of dataset in a sheet. I am looking for a solution that can copy specific rows to another sheet based on certain criteria.

I used the automation template for copying rows, however, on fulfilling the condition specified, the automation all rows in the primary sheet to the secondary sheet. Is there a way I could move only specific rows to a different sheet? I don't think smartsheet has the filter function else that could have done the job

Thanks in anticipation!

Andrée Starå

Hi @Vicky.Malhotra

I hope you're well and safe!

You could do it manually or add a so-called helper column with a checkbox to trigger it.

Another option would be to use conditions in the workflow so it only triggers when you want it to.

Would any of those options work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Andrée Starå

Hi @Vicky.Malhotra

I hope you're well and safe!

You could do it manually or add a so-called helper column with a checkbox to trigger it.

Another option would be to use conditions in the workflow so it only triggers when you want it to.

Would any of those options work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Vicky.Malhotra

Hi Andree,

The issue is not with the trigger, the issue is that instead of copying the row that meets the trigger, the automation copies all rows in the sheet. Any ideas around that?

Thanks!

Vicky.Malhotra

Hi again - I tried adding a condition to the automation and it worked. Thanks for suggesting this, Andree

Andrée Starå

@Vicky.Malhotra

Excellent!

Happy to help!

Vicky.Malhotra

Hi Andree - a followup question if you don't mind answering.

If I make a change in the row that is already copied in the other sheet, the automation add a new row with all the data and the the changed cell. Is there a way to append the existing row to avoid duplicates? Or maybe delete the old row and replace with the new one?

Andrée Starå

@Vicky.Malhotra

Yes, you could add a so-called helper column with a formula that counts the number of rows and moves the earliest to another so-called helper sheet.

Make sense?

Would that work/help?

✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Vicky.Malhotra

https://community.smartsheet.com/discussion/comment/372678#Comment_372678

I’mnot sure how to go about that. I’m new to Smartsheet. Is there a tutorial I could refer to?

Sarah_M

@Vicky.Malhotra Hey Vicky! I'm having the same issue. I'm trying to copy a specific row to the next sheet and instead, it copies all rows. Would you mind telling me how did you add conditions to automation/workflow?

Thanks in advance.