Report not pulling data from sheet when workspace is selected.

Adam Costello

Hi everyone,

I have a report that isn't pulling a sheet when the workspace is selected, but will pull it when only the sheet or the sheet's folder is selected.

When I select the workspace I can navigate through and see that the sheet is checked off but it won't include the information. Then, if I deselect everything else and just select the sheet or the sheet's folder it will include the information. Without changing any filters or column selections.

The report is less than 200 rows. Only 5 columns and less that 600 sheets in the workspace I'm pulling from.

I think this is a bug but I'm really hoping I'm just missing something simple. Any insight would be helpful

Naeem Ejaz

When you select an entire workspace as your source in a report, Smartsheet pulls in all sheets that are at the top level of that workspace and any in folders. However, it can miss sheets that are deeply nested under certain structures or under permissions restrictions.

• If a sheet is in a workspace, but you’re not shared directly to the sheet, and the workspace has limited sharing, the report might not pull it in fully — especially if column access is limited.

• Make sure you (and the report itself) have Editor or Admin access to the target sheet.

• Make sure the columns you're reporting on (especially any used in filters) exist on the sheet that isn’t showing up.

• Even a small typo or mismatch in column name can exclude a sheet from being included in the report results.

Double-check that there are no hidden filter conditions preventing data from showing.

• Sometimes filters carry over from a template or older version and accidentally block sheets even if all sheets are selected correctly.

Adam Costello

Hi Naeem,

I moved the sheet so it wasn't nested in any folders and it still doesn't show. All the other sheets are equally nested.

All the others don't explain why I can see it when I select the sheet directly, but not when I select the workspace.

I still went through all your suggestions. All the columns are included - no typos. There are no hidden filter conditions. I'm an Admin on everything and the problem exists even when the report is published. The workspace sharing is setup correctly. I remade the report in another empty workspace with fresh filter conditions and columns and have the same issue.

Adam

Darren Mullen

@Adam Costello from what your showing, looks like a bug.

Possible it may take a good refresh, if you haven't tried waiting and refreshing the report after a few minutes.

have seen quirky behavior with reports from time to time until you give it a good refresh…

Adam Costello

@Darren Mullen Yeah I think it is. I reached out and had a call with Smartsheet Support yesterday and we tried everything normal to get it working. He thought it was a backend issue but is looking into it more.

If I make a copy of the folder it will show up but I found another sheet that it also isn't pulling so I'm worried about what else this report (or other reports) is missing. I'll update this post if/when a solution is found but this is extremely concerning for our company as we rely on our reports pulling everything accurately for critical decision making.

Darren Mullen

@Adam Costello Yes, that is scary that you may not be reporting properly. I've got a complex solution with a report pointing to a workspace that has 436 sheets. Haven't seen this like you have (yet).

This method is used in other solutions too that haven't experienced this glitch.

But I've had other weird glitches the last few months with sheets or reports not being accessible temporarily then coming back…

Adam Costello

Smartsheet support was able to resolve the issue. They said that there were several sharing validation errors within the workspace that prevented my report from accessing the necessary sheets. It was a backend fix so there was nothing I could do on my end to repair or prevent it.

Darren Mullen

@Adam Costello Thanks for keeping us up to date.

Too bad there's no way for us to know if this is going on for us unless we happen to notice data missing…