Automatically move records to different sections based on their status in my Project Intake sheet

I’m trying to build a workflow to organize projects in my Project Intake sheet based on their status.

In the sheet, I have several sections:

Active
Completed
Archived
Test Projects
Cancelled

Each section corresponds to a specific Project Status.

I’d like the workflow to automatically move a project record to the appropriate section whenever its status changes — for example, if the status is updated to “Completed,” the record should move to the Completed section.

What’s the best way to set up this kind of automation

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Accepted answers

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Naeem Ejaz

Use Hierarchy for Sections
- Make sure your sections (Active, Completed, Archived, etc.) are parent rows.
- Projects should be child rows under these parent rows.

Create an Automation Rule
- Go to Automation → Create a Workflow.
- Trigger: When Project Status changes.
- Condition: If Project Status = Completed (or Active, Archived, etc.).
- Action: Move row to specific location → select the parent row for that section (e.g., Completed).

Repeat for Each Status
- Create separate rules for Active, Completed, Archived, Test Projects, and Cancelled.

Gia Thinh

Hi Kasim,

The automation workflow currently cannot move rows to a specific section as you expected.

I got this idea you may want to try. You can use the auto-sort feature in the Table view as show below.

This is Sheet 1 in Table view, without sorting applied. You can sort the project status column using the Sort rows menu.

Here is the list after sorting

Now you want to change the status of the Project 6 from Active to Canceled

then refresh the browser and you will see that Project 6 automatically moves to the Canceled section

Hope that will work for you.

Paul Newcome

This will not work. There is no automation that will move a row within the same sheet. Please check your sources before posting.

Paul Newcome

The only way to move automatically move rows within a sheet while leveraging hierarchy is through the API, the premium add-on Bridge, or some other third party app. The only other way would be to leverage the auto-sorting in Table View as already mentioned, or use a row report as those also auto-sort.

Kasim

Thanks Naeem

Kasim

Thanks Gia

Kasim

Thanks Paul, i do have Bridge add-on. Can you please show how i can set this workflow?

Paul Newcome

@Kasim Here is a basic rundown:

This also assumes that the parent rows match the groupings. For example, if you have statuses of "Not Started" and "Completed", your parent rows for those sections are "Not Started" and "Completed" in a different column such as the Primary Column.

You are going to also need a column that houses the row ids on the parent rows. These can be manually entered pretty quickly. I also suggest another column called something along the lines of "Parent ID" that uses the following column formula:

=IF(COUNT(CHILDREN([Primary Column]@row)) = 0, INDEX([Row IDs]:[Row IDs], MATCH(Status@row, [Primary Column]:[Primary Column], 0)))

This should bring the appropriate row id for the required parent based on the status onto each of the child rows.

The trigger in Bridge will be when the status column values change.

Module 1: Get Row to retrieve the trigger row.

Module 2: Update Row using the trigger data as the sheet and row id to move. Then you'll open up the advanced options, open the location fields, and in the Parent ID field use a data reference from the first module to output the appropriate parent row id.

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