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Help generating project numbers

I'm trying to generate project numbers based on the order in which they were approved. I've tried using the countifs function but of course it renumbers my project numbers based on the position of the row. I've uploaded a screenshot to give an idea of what I'm looking for the end result to look like. Any help would be appreciated

Best Answer

  • Community Champion
    Answer ✓

    Hi Eric

    If the project number needs to remain static then I would not recommend trying to use a formula. Anything you do with a formula is going to be at risk of changing should other rows in the sheet change.

    You could use an automation to copy rows to a master project number list sheet that iterates the number and then copy to wherever the row needs to be or lookup the number from the master project number list sheet using INDEX MATCH on your other sheets.

    Or you might get away with using the auto number column type in your intake sheet. This will assign a number as the row is added to the sheet and that number will not change (you can JOIN it with your other columns). Just be careful if you have a lot of move/copy automations as you can only have one auto number column per sheet.

    Best of luck!

Answers

  • Community Champion

    What would you like to happen if someone changes the Date Approved or adds a new project with an approval date prior to those already in the sheet? Should the project numbers then adjust automatically to reflect the new order, or should they be retained forever once issued?

  • Thanks KPH

    once the project is approved by admin staff (this part is hidden in the screenshot) a date is recorded in the date approved column and the project status changes to approved. This is all set up through automation. At that point I would like for the approval order to update based on the order in which the projects were approved. This number would then go over into my helper column and then I use the JOIN function (Proj. Class, FY, Helper) to form my Project ID. This Id should then be static and not change once issued. I tried using countifs but it adjusts each time a project is approved. There may not be a way to get what I want done in smartsheet. I'm trying to consolidate my project request sheet with my approved project sheet. The way I have it set up now is that once a project request is approved it copies/moves the row to my approved project sheet. It works it's just a little klunky with all the moves.

    Thanks for taking the time to look at this.

  • Community Champion
    Answer ✓

    Hi Eric

    If the project number needs to remain static then I would not recommend trying to use a formula. Anything you do with a formula is going to be at risk of changing should other rows in the sheet change.

    You could use an automation to copy rows to a master project number list sheet that iterates the number and then copy to wherever the row needs to be or lookup the number from the master project number list sheet using INDEX MATCH on your other sheets.

    Or you might get away with using the auto number column type in your intake sheet. This will assign a number as the row is added to the sheet and that number will not change (you can JOIN it with your other columns). Just be careful if you have a lot of move/copy automations as you can only have one auto number column per sheet.

    Best of luck!

  • Thanks for your help

  • Community Champion

    My pleasure, Eric. Happy smartsheeting!

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