Add new record to one sheet from another

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Greetings,

Our QA team has 2 Sheets that they work from:

  1. QA Tracker - Tracks Call Evaluations
  2. QA Rewards - Tracks rewards for any employee with a 13 or 14 score (Exceeds Expectations)

Right now they have to enter data into both sheets for the evaluations that are a 13 or 14. We were looking to automate adding these records to the QA Rewards sheet since having them this information in the same sheet would be a conflict of permissions. Only the QA Team can View/Edit both. Other teams like our Team (WFM can Edit/View the QA Rewards sheet and supervisors and Leads can only view the QA Rewards sheet.

Is there a way we can automate this directly through SmartSheet without needing a 3rd party or in-house created process?

thanks ahead of time

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Answers

  • mark allen
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    Greetings,

    The situation you've described highlights a common challenge in data management: synchronizing information across multiple sheets while respecting permission levels.

    SmartSheet does offer some native functionalities that could potentially address your requirements:

    1. Cross-Sheet References: SmartSheet allows you to create formulas that reference cells or data across different sheets. While this can't directly copy data between sheets, it can display related data which might be useful for the QA team.
    2. SmartSheet Automations: Depending on the specifics of your SmartSheet plan, you might have access to automated workflows. These can be set up to trigger actions based on certain conditions. For instance, if a score of 13 or 14 is entered into the QA Tracker, an automation could potentially create a corresponding record in the QA Rewards sheet.

    Given the specific permissions and the need to avoid conflicts, here's a potential approach:

    • Automation Setup: Set up an automation in the QA Tracker sheet that triggers when a score of 13 or 14 is entered. This automation would add a new row to the QA Rewards sheet with the relevant details.
    • Permissions: Ensure that only the QA team has the necessary permissions to edit both sheets. This ensures data integrity and avoids any unauthorized modifications.

    Regarding the 9th class date sheet for 2023:

    While I can guide you on processes and solutions, I'm unable to provide real-time or external data like the 9th class date sheet for 2023. I'd recommend consulting the official website of your educational board or institution for the most recent and accurate schedule.

  • WFMPeople
    Options

    I have looked through the automations and it give me the options to move or copy row. but not to "transform" the data into the format the Rewards sheet needs, which is only 1 cell. the rest of the row is formulas or data that is entered upon redemption

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @WFMPeople

    I hope you're well and safe!

    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.

    Another option would be to use so-called helper sheets. In short, copy the row to a helper sheet and then use my method described previously to get the values you need to another helper sheet and then copy/move the row from that sheet to the main 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.

    One more option could be to use INDEX and a prefilled row ID.

    Would any of those options work/help?

    I hope that helps!

    Have a fantastic weekend & Happy Holidays!

    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!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

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