Recording Most Recent Step in a Process

roland.garton49806

Let's say I have a three-step process that I perform many times: Draft, Review, Publish. (This is a simplistic version of more complex repeated processes.) For each step I have a checkbox column. For each iteration, I create a new row in SmartSheet. I would like to see the status all current iterations in Card view, so I create another drop-down column, STATUS. When I check off a step in the Draft, Review, or Publish columns, I also update the STATUS column—if I remember to do so. Is there an easy way to automate the STATUS column so that it displays the most recent step completed?

I know I could create a bunch of nested IF formulas to do this, and that's easy with only three steps, but the actual processes have a lot more steps, and the steps change from time to time, making a monster IF function unwieldly in practice. Approaches, ideas, suggestions are welcome.

Andrée Starå

Recording Most Recent Step in a Process

roland.garton49806

Jun 7, 2024

Let's say I have a three-step process that I perform many times: Draft, Review, Publish. (This is a simplistic version of more complex repeated processes.) For each step I have a checkbox column. For each iteration, I create a new row in SmartSheet. I would like to see the status all current iterations in Card view, so I create another drop-down column, STATUS. When I check off a step in the Draft, Review, or Publish columns, I also update the STATUS column—if I remember to do so. Is there an easy way to automate the STATUS column so that it displays the most recent step completed?

I know I could create a bunch of nested IF formulas to do this, and that's easy with only three steps, but the actual processes have a lot more steps, and the steps change from time to time, making a monster IF function unwieldly in practice. Approaches, ideas, suggestions are welcome.

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Hi,

I hope you're well and safe!

Please have a look at my post below, which includes a method I developed that could be updated to collect the latest status.

More info: 

Lock or Store Date/Value Solution without using Zapier

Andrée Starå

May 24, 2020

Hi all,

I hope you're well and safe!

I've developed a solution that lets you store the date or value.

You'd use the copy-row automation and a VLOOKUP or combination of INDEX/MATCH to make it work.

We'd trigger the copy-row to another sheet and get the created date/other value and then use the VLOOKUP/INDEX/MATCH to get it back to the main sheet in another so-called helper column. As long as you have a unique id/value that we can use, it will work.

Also, this opens up more options with auto-numbering and similar.

Depending on other workflows, you could reuse one sheet for multiple workflows.

I hope that helps!

Let me know if you have any questions!

Stay safe and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as helpful. It will make it easier for others to find a solution.

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Would that work/help?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅ Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Aweseome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!