Automatically Add New Sheets to an Existing Report

SmartSteve

Can new sheets be added to an existing report automatically? I am using Smartsheet as a project tracking tool. As I add new project schedules, I want those new schedules to feed an existing tasks assignment report. Can I do this?

SteveAtPathtoSummit

1. Create a Summary Field:
   1. Open the sheet you want to identify as a project sheet.
   2. Go to the Sheet Summary section, usually found in the right sidebar.
   3. Click Add Field and create a new field with a name like "Sheet Type".
   4. Set the value of this field to something specific, like "Project".
2. Create a helper column
   1. Add a column to reference the Summary Field, like "Sheet Type" (Make sure it is the same column type accross all sheets)
      1. In this example the formula would be =[Sheet Type]#
   2. Make the formula a column based formula. Now every row will be identified as a row from a "Project" sheet.
   3. Hide the column
3. Applying This Across Sheets:
   1. To ensure consistency, apply the Sheet Type field to every project sheet you create. This can be done manually or automated through templates if you consistently use the same fields.
4. Building Reports:
   1. When you create a report, you can now use this Sheet Type column to filter and include only rows labeled as "Project." for row reports.
   2. This ensures that when you pull data across multiple sheets, you’re only working with project-related sheets, filtering out any other types of sheets.

SteveAtPathtoSummit

I've created a helper column to identify if the sheet is a "Project" Sheet or not. You can link it to the Sheet summary in a dropdown and hide the helper column. Then your reports will be able to look at an entire workspace, but will be able to filter to only rows which identify as coming from a "Project" sheet.

Hope that helps a fellow Steve out. 😉

SmartSteve

@SteveAtPathtoSummit - I don't understand how to do what you suggest. Can you elaborate?

Andrée Starå

https://community.smartsheet.com/discussion/129986/automatically-add-new-sheets-to-an-existing-report

Hi,

I hope you're well and safe!

Do you have all projects in the same Workspace(s)?

If you have the same naming convention, you can set the report to include only sheets containing the word "Schedule" or something similar.

This is the method I usually use in my client solutions.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic day!

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!

SmartSteve

@SteveAtPathtoSummit - Your explanation disappeared. Can you repost it?

SteveAtPathtoSummit

https://www.loom.com/share/488cef969ec2433eb4bef0fa076216c8?sid=cd5c5f22-8a04-43a4-8d23-7541c3695f90 - Here's a loom video to see.

1. Create a Summary Field:
   Open the sheet you want to identify as a project sheet.
   Go to the Sheet Summary section, usually found in the right sidebar.
   Click Add Field and create a new field with a name like "Sheet Type".
   Set the value of this field to something specific, like "Project".
2. Create a helper column
   Add a column to reference the Summary Field, like "Sheet Type" (Make sure it is the same column type accross all sheets)
   1. In this example the formula would be =[Sheet Type]#
      Make the formula a column based formula. Now every row will be identified as a row from a "Project" sheet.
      Hide the column
3. Applying This Across Sheets:
   To ensure consistency, apply the Sheet Type field to every project sheet you create. This can be done manually or automated through templates if you consistently use the same fields.
4. Building Reports:
   When you create a report, you can now use this Sheet Type column to filter and include only rows labeled as "Project." for row reports.
   This ensures that when you pull data across multiple sheets, you’re only working with project-related sheets, filtering out any other types of sheets.

SteveAtPathtoSummit

1. Create a Summary Field:
   
   1. Open the sheet you want to identify as a project sheet.
      
   2. Go to the Sheet Summary section, usually found in the right sidebar.
      
   3. Click Add Field and create a new field with a name like "Sheet Type".
      
   4. Set the value of this field to something specific, like "Project".
2. Create a helper column
   
   1. Add a column to reference the Summary Field, like "Sheet Type" (Make sure it is the same column type accross all sheets)
      1. In this example the formula would be =[Sheet Type]#
         
   2. Make the formula a column based formula. Now every row will be identified as a row from a "Project" sheet.
      
   3. Hide the column
3. Applying This Across Sheets:
   
   1. To ensure consistency, apply the Sheet Type field to every project sheet you create. This can be done manually or automated through templates if you consistently use the same fields.
4. Building Reports:
   
   1. When you create a report, you can now use this Sheet Type column to filter and include only rows labeled as "Project." for row reports.
      
   2. This ensures that when you pull data across multiple sheets, you’re only working with project-related sheets, filtering out any other types of sheets.

@SmartSteve

SteveAtPathtoSummit

1. Create a Summary Field:
   1. Open the sheet you want to identify as a project sheet.
   2. Go to the Sheet Summary section, usually found in the right sidebar.
   3. Click Add Field and create a new field with a name like "Sheet Type".
   4. Set the value of this field to something specific, like "Project".
2. Create a helper column
   1. Add a column to reference the Summary Field, like "Sheet Type" (Make sure it is the same column type accross all sheets)
      1. In this example the formula would be =[Sheet Type]#
   2. Make the formula a column based formula. Now every row will be identified as a row from a "Project" sheet.
   3. Hide the column
3. Applying This Across Sheets:
   1. To ensure consistency, apply the Sheet Type field to every project sheet you create. This can be done manually or automated through templates if you consistently use the same fields.
4. Building Reports:
   1. When you create a report, you can now use this Sheet Type column to filter and include only rows labeled as "Project." for row reports.
   2. This ensures that when you pull data across multiple sheets, you’re only working with project-related sheets, filtering out any other types of sheets.