I want to establish a workflow to copy rows in "Smartsheet #2" if a new row is added in "Smartsheet



  • Cory Page
    Cory Page ✭✭✭✭✭

    Good day,

    You will need a cross reference of some kind that indicates a change was made in "Smartsheet #1". This way "Smartsheet #2" knows that a row was added. I also suspect you will only want to copy a given row once rather than each time the workflow is triggered.

    There is probably many ways to do this but I think the easiest way would be to use a Countif statement for our alert that something was added in "Smartsheet #1".

    First pending on how frequently you want to trigger "Smartsheet #2" automation we will need to verify that a change was made and when. In this case in Smartsheet #2 I have today's data then in Smartsheet #1 I have another date column, the system is counting any row that matches today's date. That way we will have a way to count any changes based on a specific date all other / historical changes will not be included in the count. If you don't want to manually add today's date in "Smartsheet #1" then you can create an automation to "Record a Date" whenever "Rows are added", minor issue but I know how people dont like to waste time typing.

    =COUNTIF({Sheet 1 Date Range 2}, {Sheet 2 Today's Date@row)

    =COUNTIF({Sheet 1 Date Range 2}, {Sheet 2 Today's Date$1) "Use this if you want to lock a single cell with =today"

    ^You can use =TODAY() So that you don't need to update the date in Sheet 2, I would probably just use "Row 1" In the sheet and place one single cell that can be referenced rather than add today's date to every row^

    Now you have a formula row in "Smartsheet #2" That is counting the number of rows in "Smartsheet #1" based on in this case today's date. Next you can use your automation and say if "Count Column > 0 " then copy rows. I would also use the automation "Record a date" so that when this copy automation runs it will time stamp the copied rows with a date and time for your reference and an optional exclusion if you ever need one.

    You can use anything for the countif, it doesn't have to be a date so long as its added when the new row is added and can be used to alert "Smartsheet #2" that something new has arrived. I just usually use the "Record a date" and run the automation at midnight for simplicity.

    Hope this helps, sorry if its confusing let me know if you have any questions I will do my best.

  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    @Salil Puri Are you able to provide more details?

    @Cory Page Keep in mind that using your method requires a date or time based trigger. You cannot set the trigger to be when your cell containing the COUNTIFS changes because formulas with cross sheet references and cells containing cell links to another sheet cannot be used as an automation trigger.