Several Master Sheets vs Just One

pablogb197

Hi Smartsheet community,

I would kindly ask for your best practices/recommendations to handle the following situation in a large company where we are using the PMO Template for managing IT Projects.

When we built the solution, we started with two main files:

• DataSource → List of demands and details, sourced from our ticketing system.
• MasterSheet → Detects if a new DemandID appears in the DataSource and, if so, adds it to the MasterSheet. The key columns are then populated using index/match.

The solution has been very successful, and other areas are now planning to adopt it. To support them, I created 5 MasterSheets (one per area) with DataShuttle automations that plug the DemandID into the corresponding sheet. For visibility, I built reports that consolidate data from these 5 files (all share the same structure and columns).

My question is about scalability:
Would it be better to merge these 5 MasterSheets into a single one? This would simplify referencing, reporting, and template usage, since everything would connect to one central MasterSheet. Having everything in one file would also make it easier to apply changes to the system (e.g., updating a column name once instead of in 5 different places).

However, I see some potential limitations:

• Different areas may eventually require custom columns for their own needs.
• Performance: combining everything into one sheet would mean ~500 rows, most of which are populated via index/match formulas. I’m concerned this could slow down the sheet.
• Permissions: generally, users don’t edit the MasterSheet (except for one or two columns to assign teams). But there are also cell links pulling data from project plans, which might further affect performance.

Has anyone experienced something similar? How did you handle it?

Thanks a lot in advance,
Pablo

Isaac A.

Hi @pablogb197!

This is a really thoughtful question and it sounds like you’ve built a solid system so far. While I haven’t built a setup exactly like yours, here are some considerations that may help:

If you consolidate into a single Master Sheet

• Simpler maintenance: Updating columns, formulas, or templates would only need to be done once instead of across five sheets.
• Easier reporting and referencing: All your data would already live in one place, which can reduce complexity for reports and dashboards.
• Potential performance concerns: Larger sheets with lots of formulas (especially INDEX/MATCH) can slow down. You can help by tightening formula ranges and archiving old rows when possible.
• Permissions complexity: If different areas eventually need different levels of access, it may be harder to manage permissions from one sheet.

If you keep multiple Master Sheets

• Flexibility: Each area could add custom columns or processes without affecting the others.
• Simpler permissions: You can control access per area more easily, and still use reports to roll everything up for visibility.
• Consistency is key: If you do stay with multiple sheets, make sure column names and structures remain aligned across them so reports and automations keep working smoothly.
• Performance: Smaller sheets with fewer formulas will typically perform better and remain easier to manage.

Since you’re already thinking about scalability and rolling this out across multiple areas, it may also be worth looking into Smartsheet Control Center. It’s designed to help standardize solutions at scale, automate provisioning, and manage consistent updates across many projects.

I hope this gives you a few things to consider, and I’ll be interested to see what other Community members share from their experience as well!

Cheers,
Isaac.