Record the user who last attached a file to a sheet

Good morning!

I'm trying to make a work-flow for 1 sheet that has 2 users. I am the sheet owner and I've created a data shuttle that updates all of the rows on the sheet every time one of us attaches a file to it.

When we attach a file - it updates a to do list for the week. Whomever is attaching the file is working through the list, so it's important for me to capture whether it was me or my colleague (Celia) that uploaded the file.

When Celia attaches the file, both the created by and the modified by columns populate with my name (she has edit / share access to the sheet). I can see that she is the person who last attached the file in the attachments panel.

Any suggestions about how to get her name out of the attachments panel and onto the sheet somewhere?

Thank you!
Meredith

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Meredith Rhodes

UPDATE: I have a solution @Hudson_Miller

The form idea did not work for us - because I need to replace all rows in my sheet to get our process to work - so the field for 'submitter' was wiped out every time.

I added a new column to our sheet that I called 'Who's List" - with a dropdown of my name and my colleagues name. When we attach a new file to the sheet - the data shuttle runs to replace all rows. Then, whomever is doing the work selects their name from the dropdown and drags it down the page. I set up an automation that moves any row where the 'Who's List' column is changed.

It's an extra step - but it will suffice.

I've requested a feature to be able to automatically pull the name and date out of the attachments panel into the sheet. Maybe I'm the only one who would benefit, but it seems like it might not be an impossible ask.

https://community.smartsheet.com/discussion/139211

Thanks for your ideas!
Meredith

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Hudson_Miller

@Meredith Rhodes Are the attachments being uploaded directly into the sheet or via Form submission?

I'm guessing that you have formulas or automation that are running behind the scenes that are running "on attachment" that change the last modified by column. Any automation that you created will be attributed to you as will formulas that are executing in the sheet as you are the sheet owner.

A sure fire way to solve this is to upload the attachment via a form and include the uploader as a new field that you record (ex. call it "Submitter") to ensure that info is captured in it's own field.

There is probably some fancy work that can be done via API but that's above my paygrade.

Hudson

Meredith Rhodes

Thanks, @Hudson_Miller

If I attach a file via a form, will it default to attaching it to the row? I've only ever attached files to a sheet, I'm wondering about whether this can kick off my data shuttle to replace all rows on the sheet with the data from the attachment.

Thanks for any follow up advice,

Meredith

Hudson_Miller

@Meredith Rhodes

If you automated an update request to attach the file, then yes, you could affiliate the attachment with a specific row. if the row is being created at the same time you are uploading the attachment, then typical form based submission would work. I'd think that you could initiate data shuttle to launch with a helper column that automation fills in when an attachment is made to the row.

Meredith Rhodes

Thanks again @Hudson_Miller -

I tested this and it looks like when I use my new form that collects the Submitter and the file that triggers the data shuttle, the data shuttle works like a charm, but the submitter column does not populate. I suspect this is because I've got the data shuttle over-writing the sheet each time. Maybe I can tweak this to get the submitter column populated.

BUT, this still - I would need the submitter column to be copied to each row populated…

I'll report back with my solution.

Cheers!
Meredith

Meredith Rhodes

UPDATE: I have a solution @Hudson_Miller

The form idea did not work for us - because I need to replace all rows in my sheet to get our process to work - so the field for 'submitter' was wiped out every time.

It's an extra step - but it will suffice.

https://community.smartsheet.com/discussion/139211

Thanks for your ideas!
Meredith

Hudson_Miller

@Meredith Rhodes Thank you very much for the follow up and I'm glad you found some workaround for now. Your "enhancement request" is right there in queue with many others… like getting the ROW ID from the properties to be available for use, getting the ability to backup formulas and workflows, …. and the list goes on. Have a great week. - Hudson

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