Data Shuttle

Susan van Niekerk

Hi,

I have a sheet(source) with around 80 Columns in it, I need to copy the data in 5 columns to another sheet(target) WHEN a certain trigger occurs

I have tried data shuttle and can get a transfer of info BUT I need to only "send the info when the Trigger is activated on the Source document

I set a filtering but it is not working

mcarlson

Data Shuttle doesn’t natively support dynamic, real-time triggers to initiate data transfers when specific conditions are met. However, here’s a workaround approach that combines filters and automated workflows to transfer data based on a specific trigger.

Approach 1: Use a Helper Column and Data Shuttle

1. Create a Helper Column for the Trigger:
   • In the source sheet, create a new column (e.g., Trigger), which will be used to flag when a row meets the trigger condition. This column can be a checkbox or a text field, depending on your needs.
   • Use an automated workflow or a formula to update this Trigger column based on your condition. For example, if the trigger is based on a specific status or date, set the workflow to automatically check the box or populate a value when that condition is met.
2. Set Up a Filter in Data Shuttle:
   • In Data Shuttle, set up a filter to pull rows only where the Trigger column is checked or has the specified value. This filter will ensure that only rows meeting your trigger condition are included in the transfer.
3. Configure Data Shuttle to Run on a Schedule:
   • Although Data Shuttle doesn’t support real-time triggers, you can configure it to run on a schedule (e.g., hourly or daily).
   • When Data Shuttle runs, it will check for rows with the Trigger condition and transfer only those rows to the target sheet based on your filtering.
4. Clear the Trigger Column (Optional):
   • If you only want rows to transfer once, set up an automated workflow in the source sheet to clear the Trigger column after Data Shuttle has run. This can be done with a time-based workflow to reset the trigger after the transfer.

Approach 2: Use Smartsheet’s Automated Workflow to Copy Rows

If Data Shuttle’s filtering is not sufficient for your needs, you might be able to use Smartsheet’s Copy Row automation to achieve a similar result:

1. Set Up an Automated Copy Row Workflow:
   • In the source sheet, create a workflow with a Trigger that matches your condition (e.g., “when a cell changes,” “when a date is reached,” or based on a specific value).
   • Set the Action to Copy Row and select the target sheet.
   • In the Advanced Options, configure it to only copy specific columns if you don’t need all columns transferred to the target sheet.

This approach will copy rows to the target sheet in real time when the trigger condition is met, without the need for Data Shuttle.

Both approaches should allow you to transfer only relevant data based on a trigger. If the first option (Data Shuttle) isn’t giving the results you need, the second option (Copy Row automation) can be a good alternative. Let me know if you’d like additional details on either method!