Copy row Automation not working when triggered by a Vlookup field

Lisa Bagshaw

Hi All

I'm very new to Smartsheet.

I'm using the "helper sheets" technique to help me copy specific column data from 1 sheet into another. But can't get the automation to copy a row when the cells criteria change on a vlookup cell.

This may sound long-winded, but I have several different unique forms that clients complete where different teams then check the data, add info, and then manually tick a box to copy that row. The clients can't use the same form as they have client-specific info on, and the different teams can't see other teams' data. All the check data, regardless of client, then needs to populate into a new sheet with an allocated reference number for my team to work on; the reference number is a set format and is an auto number.

Below is the process for just one of these forms.

I have the Client sheet linked to the form (sheet 1) with a "copy row when met criteria" into a helper sheet (sheet 2) when manually triggered. I have another helper sheet (sheet 3) with Vlookups to pull data from certain columns only from sheet 2. I have set up an automation"copy row when met criteria" in sheet 3 to populate into the master sheet (sheet 4).

My issue is I need help getting the automation to work on sheet 3 > sheet 4.

I added a blank column all the way through the process so when "trigger - when Blanck" is no longer "#NO MATCH" the automation should copy the cells to sheet 4.

the automation I have is:

I've tried changing the different variables but it only works when I open the sheet and manually clear the cell in the trigger collum.

Any help either with this trigger or a better way to manage this process would be great. Thank you.

Kelly P.

@Lisa Bagshaw

As the first article below states, you can't trigger an automation from a cross-sheet formula. You could use a time-based workflow instead though (second article below).

https://help.smartsheet.com/articles/2479236-trigger-blocks-define-when-your-workflow-is-executed?_ga=2.59626216.451800618.1699297767-1870758710.1698443984&_gl=1*180jge5*_ga*MTg3MDc1ODcxMC4xNjk4NDQzOTg0*_ga_ZYH7XNXMZK*MTY5OTM3MDM0Ny4xMS4xLjE2OTkzNzA0ODIuNTIuMC4w

https://help.smartsheet.com/articles/2479241-create-a-time-based-automated-workflow?_ga=2.30929274.451800618.1699297767-1870758710.1698443984&_gl=1*1jx1jaj*_ga*MTg3MDc1ODcxMC4xNjk4NDQzOTg0*_ga_ZYH7XNXMZK*MTY5OTM3MDM0Ny4xMS4xLjE2OTkzNzA2NjYuNjAuMC4w

Hope this helps!

Kelly P.

@Lisa Bagshaw

As the first article below states, you can't trigger an automation from a cross-sheet formula. You could use a time-based workflow instead though (second article below).

https://help.smartsheet.com/articles/2479236-trigger-blocks-define-when-your-workflow-is-executed?_ga=2.59626216.451800618.1699297767-1870758710.1698443984&_gl=1*180jge5*_ga*MTg3MDc1ODcxMC4xNjk4NDQzOTg0*_ga_ZYH7XNXMZK*MTY5OTM3MDM0Ny4xMS4xLjE2OTkzNzA0ODIuNTIuMC4w

https://help.smartsheet.com/articles/2479241-create-a-time-based-automated-workflow?_ga=2.30929274.451800618.1699297767-1870758710.1698443984&_gl=1*1jx1jaj*_ga*MTg3MDc1ODcxMC4xNjk4NDQzOTg0*_ga_ZYH7XNXMZK*MTY5OTM3MDM0Ny4xMS4xLjE2OTkzNzA2NjYuNjAuMC4w

Hope this helps!

Lisa Bagshaw

Thanks @Kelly P.

That makes sense.

I will see if i can set a trigger every hour on work days to pick up the data.

:)