Group Rows in Sheet, not just in Report

dnightingale

I would like to view rows grouped by their category (from a dropdown column) in Sheet form, so that I can add new rows while viewing my data in an easier-to-read format. Currently it seems grouping can only be achieved in a Report which does not allow me to add new rows.

I am new to SmartSheet but have intermediate experience with similar platforms (Notion, Airtable), so I'm used to being able to group my data while creating/editing/reviewing records.

Gwyneth Casazza

Hello! Have you tried Card View? That will show you data in columns grouped by the Dropdown categories. To add items to the category/column, you create a new card. (A card = a row in a sheet in Grid view.)

There's more info here:

https://help.smartsheet.com/articles/2449494-card-view-creating-editing-and-sharing-cards

dnightingale

Card view is way too limiting since I can't wrap text or change card width to see all of my data. The Grouping in Reports is exactly how I would like to view my records so that I can see everything in one place without having to open each individual record, I just would like to add new rows while I'm reviewing/updating data.

Gwyneth Casazza

Ah, that makes sense. Two more ideas: (1) to see all rows in grid view for ONE of the drop-down categories at a time you could create a filter—you could do this for each category. https://help.smartsheet.com/articles/504659-using-filters-to-show-or-hide-sheet-data (2) Use hierarchy to group rows by category in addition to using the drop-down category. https://help.smartsheet.com/articles/504734-hierarchy-indenting-outdenting-rows

dnightingale

Thanks for the suggestions. The filter won't be the best solution because I'd like to see all my drop down categories ("Recurring", "Not Started", "In Progress", "Scheduled", "Complete", "Hold") at once. 

That way, when I update one of the categories (e.g., change from "Not Started" to "In Progress") the record can automatically move to the appropriate group and conditional formatting can update right away. (Another issue with using the Report view is that conditional formatting and group changes don't update right away - I have to refresh the tab in order for the changes to be applied.)

With hierarchies, if I update the category of an indented row, it won't automatically go into its new group when I change the drop down category. I'd have to manually drag it into its new category. 

Thank you though, I appreciate your help in trying to find a workaround.