Can Smartsheets talk to each other?

Aimee Pickett

I am new to Smartsheet. It seems super user-friendly, and I love that, but I don't have any previous experience with the software.

I belong to a team of administrators who oversees the progression of an Apprenticeship Program within our organization. The process is lengthy, time specific, date sensitive, and very fluid. There are ever-changing statuses to each apprentice's progress in the program. I need to be able to consolidate the information we currently have in multiple Smartsheets, simplify tasks, and use the Smartsheets to their fullest capacity.

Any business managers out there who can lead me in the right direction?

Andrée Starå

Hi @Aimee Pickett

I hope you're well and safe!

I'd recommend to either try using Reports instead or Cross-Sheet Formulas (more info below).

You could use cross-sheet formulas combined with either a VLOOKUP or INDEX/MATCH structure to connect the sheets, and when you update the source sheet, it will reflect on the destination sheet.

To connect them row by row, you'd use an Autonumber Column in the Source sheet and add a so-called helper column to manually add the row id on as many rows as you think you need in the Destination sheet.

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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Mike Wilday

Hi Aimee... Can you be more specific about how you want smartsheet to talk to each other? There are things like linked cells, reports, automation that copy rows to and from one smartsheet to another, and things of that nature.

https://help.smartsheet.com/learning-track/smartsheet-intermediate/move-and-copy-rows

https://help.smartsheet.com/learning-track/level-2-intermediate-users/cell-linking

https://help.smartsheet.com/learning-track/smartsheet-intermediate/reports

SonjaP.

Hallo zusammen,

ich hätte eine ähnlich Frage, und vielleicht kann mir ja jemand einen Tipp geben.

Der DataMesh nimmt mir leider nicht die erste Spalte, also die mit der Zeilennummerierung, zum Synchronisieren mit. Somit gehen Dateianhänge und Kommentare verloren.

Ich habe eine große Datenbank (Smartsheet) aus der mehrere einzelne erstellt werden sollen, über Bericht läuft dann alles wieder zurück in die große Datenbank. Und der Bericht ist notwendig, damit jeder Arbeitsbereich auch nur die Ansicht in in ihrer Karte hat, die sie auch tatsächlich benötigen.

*Hello everyone,

I have a similar question and maybe someone can give me some advice.

Unfortunately, the DataMesh does not take the first column, i.e. the one with the row numbering, with me to synchronize. This means that file attachments and comments are lost.

I have a large database (Smartsheet) from which several individual ones are to be created, everything then runs back into the large database via report. And the report is necessary so that each workspace only has the view in their map that they actually need.

and now I hope that google won't let me down with my translation 😂

Viele Grüße

Sonja

Genevieve P.

Hi @SonjaP.

You are correct, DataMesh only looks at named columns in the grid and not the system columns with attachments or comments.

In this instance, you could use a Copy Row workflow which will copy over the entire row, including attachments, to a different sheet. However there currently isn't a way to "sync" the attachment or conversation columns across multiple sheets.

You would need to build Reports off of the main source sheet instead of multiple sheets. Reports are like a window into the main sheet so they can show those original attachment and comment columns.

Cheers,

Genevieve