Report: Extract Directories and consolidate in report with categories

RiKi

Hi All, 

Hope all is well. I want to create a directory base extracting information from existing and past projects. In this directory, it will contain 3 columns: 

The main category containing the Cost Code column, the vendor's name, and the sheet name. 

To do that, I have to filter the sheets to only include filenames with the "Directory" word. However, the filtering still includes many sheets without this keyword.   

1. Is there a way to filter it correctly without having to manually select hundreds of sheets with the filename containing the "Directory" word? There doesn't seem to be an advance filter option when creating reports at Sheet level. 

The intent that I want is:  

Consolidate all vendors from Location X project directories and summarize all consultants based on Cost Code. For example, engineer consultant 1 , engineer consultant 2 will fall under Engineer category based on the Cost Code.   

Appreciate any feedback if you have done a similar exercise. Thanks. 

Paul Newcome

The filter applies to rows, not sheets. So while it will still reference more sheets, it will only pull in rows that come from a sheet that has "Directory" in the sheet name. If you add the "Sheet Name" column in the report, you should be able to verify this.

RiKi

Thanks Paul. When filtering with the keyword, the no. of sheets populated are more than 1000 and Smartsheet gives a warning about reducing the number of sheets. Is there a workaround on this without manually ticking the files individually?

Paul Newcome

Can you post a screenshot of the warning?

RiKi

This would be an example.

240227 Directory Database filter warning.png

Paul Newcome

That is simply a warning and not necessarily a limit. The actual number of sheets being pulled in because of the filter is going to be much lower.