Automation Question around running on a Date field

tovythomas

I'm working on doing some cleanup on a smartsheet that had some extra columns/automation that I don't believe are in use. I have a question around how an automation uses dates, so i'll give what is probably unneccesary background. :-)

For example, in our smartsheet there is a date field called CST Due for Info Update - Automated (i know long names) . There are a couple of automations that use it (at different times for different actions) .

However, when i look at the actual column in Smartsheet, this column is completely empty and I don't see any where (formula or automation ) that would be setting that date field. I had just chalked it up to something that was intended when designed but not executed.

The piece that throws me off is if i look at the automation on the Manage screen (this is a 2nd automation using that date) , it says it ran on 9/11.

If the date field is empty, does it make sense that the automation would still have run. I have 3 different automations that all say the have run in the last 2 days despite no date being in the field.

I'm trying to duplicate it in a test sheet, but can't see how it would work.

NicoLHC

@tovythomas but the system is „stupid“ it run if you say run of cause that’s not useful as it cause unnecessary server system power not environment friendly somehow —- so i suggest add a condition to run just if not blank .

NicoLHC

@tovythomas of course the automation should runs unless you add some additional conditions or did I misunderstood?

tovythomas

@NicoLHC ,

Let me try with some detail as i may just be overthinking it. So for example, automation says when it hits the date field (CST Due for Info Update - Automated) , do something (alert someone).

However, if the date field does not have a value, I would count that as being blank and would assume it shouldn't run.

If there is a date in the field, I would expect it to run.

From what i'm seeing, there is not a single value in the date field in any of the rows.

NicoLHC

@tovythomas but the system is „stupid“ it run if you say run of cause that’s not useful as it cause unnecessary server system power not environment friendly somehow —- so i suggest add a condition to run just if not blank .

tovythomas

@NicoLHC ,

I think i see your point and i was overlooking the fact that the automation would still run, just not necessarily fire the actual command.

So , I assume it is checking each row for a value and even though it didn't find one that met the criteria it still technically ran to check it.

NicoLHC

@tovythomas what is the reason for your big clean up ?

tovythomas

@NicoLHC

There are over 80 columns and as many automations in the Smartsheet when it was originally created. I'm just working through consolidating the rules and removing some of the columns that I believe were originally created on the fly but weren't used or duplicated for some reason. Thanks for talking through it, I'll mark your response as the answer as the extra condition would make it cleaner.

NicoLHC

@tovythomas this are relay a lot of workflows can you not make it easier overall it seems like a audit sheet ? Could you not make a one sheet with the dates and then if date is today trigger. Not sure if I am on right path