Hyperlinks - Copying a Folder set where links stay with new sheets

Please tell me there is a solution for this..

I have a set of sheets, reports and dashboards.

In one of the sheets there is a project plan and I've created hyperlinks to the relevant reports/dashboards within that folder.

When I copy the folder, the hyperlinks refer to original sheets/reports and not the new ones.

I've tried 'hyperlink' to smartsheet item, URL and published and all do not work.

Is there any solution for this other than dynamic view / control centre (i.e. prem apps)?

many thanks

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Accepted answers

Andrée Starå

https://community.smartsheet.com/discussion/comment/479032#Comment_479032

You have to ensure that you use the link to other assets and that everything you want to be dynamically updated must be in the same folder/workspace. (In a workspace, it can be in any folder)

Make sense?

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All comments

prime_nathaniel

Not the simplest option but Bridge can do this @melimob

melimob

thanks @prime_nathaniel but need a solution without prem apps at this stage? :(

prime_nathaniel

melimob was hoping maybe you guys were moving to UWM/AWM. I don't think this is possible even with the other premium apps. The dynamic link access / manipulation is very limited outside of some portfolio roll up stuff in multi tier. Even to just rename / reformat links you still basically have to do it manually over over the API.

melimob

@prime_nathaniel -what is UWM/AWM?

Bridge is a prem app by Smartsheet no?

prime_nathaniel

melimo yes but prem apps are getting bundled now, I'd recommend speaking with your rep if they haven't briefed you on the model change though as I believe it impacts all customers at their next renewal.

melimob

thanks will do

Andrée Starå

https://community.smartsheet.com/discussion/137940/hyperlinks-copying-a-folder-set-where-links-stay-with-new-sheets

Hi,

I hope you're well and safe!

If you save it as new, it should work. What settings are you checking in the options when you save it?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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melimob

Hi Andree - yes, saving as new and to newly created sheets:

still does not work?

Paul Newcome

I agree that it SHOULD work when the hyperlink is created to be to another Smartsheet. Using a specific URL won't update, but using the option to create the link to another sheet should.

Are both sheets in the same folder and you are saving the folder as new as opposed to each asset or sub-folder individually?

Are you able to provide a few screenshots to show the step-by-step process you are using to both create the hyperlinks as well as make a copy of the folder?

melimob

Hi Paul

I'm getting a glimmer of hope before I rework the whole thing…

I originally had the hyperlinks to the smartsheet item but since I wanted this to open in another tab, I replaced with a URL. When I found the issue about links however, I tested it changing it back to ss item.

I built the original template set in workspace 'A' and then copied it another workspace 'B' to control user permissions.

I've since learned however that if I want someone to copy the folder themselves, they would anyway have to have admin permissions on that workspace.

So, what I'm doing now is:

Workspace A = portfolio and control level + includes the template folder to copy.

This is where the managers will assign projects and they (someone with admin permissions to both WS A+B) will have to copy the folder to Workspace B and do some set up for the Project Managers.

Workspace B = Project Managers (editor cannot share access at WS level).

I want these users to use the sheets/reports and dashboards as shown.

I can test one more time now just in case it works?

Thank you

Andrée Starå

https://community.smartsheet.com/discussion/comment/479032#Comment_479032

You have to ensure that you use the link to other assets and that everything you want to be dynamically updated must be in the same folder/workspace. (In a workspace, it can be in any folder)

melimob

Hi Andree

So I have one Folder

'TEMPLATE SET'

in that I have some assets: sheets/report + some sub folders with metric sheets and reports for dashboards etc.

I am copying the whole template set and putting under the relevant PM's folder.

Just to check, anyone copying a folder has to have admin at workspace level correct? Whether I have this person copy in this WS or the other WS and save it here shouldn't matter right as long as all the linked assets are newly created together?

Many thanks

Andrée Starå

https://community.smartsheet.com/discussion/comment/479057#Comment_479057

You're more than welcome!

If you can save it as new, you have the correct permissions.

I'd be happy to take a quick look.

Please describe where the links to the assets should be/where you'd expect it to be in more detail and share the sheet(s)/copies of the sheet(s) or screenshots. (Delete/replace any confidential/sensitive information before sharing.) That would make it easier to help. (share too, andree@workbold.com)

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melimob

thank you @Paul Newcome and @andree Stara - I managed to solve this.

It would be nice if we have the option to link to smartsheet item and it will open in a new tab but I will live with this as long as the new sheets are linked as the trade off ;)

Andrée Starå

https://community.smartsheet.com/discussion/comment/479116#Comment_479116

Excellent!

You're more than welcome!

✅ Remember! Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Awesome ❤️ - 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!

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