The current logic behind the "Last Activity" column in the True-Up is not useful for performing True-Up nor ongoing reviews of licensed seats. I need to know when someone last made a modification to any sheet regardless of the level assigned to the modified sheet.
In my case I have a project manager who is an owner on several sheets. However, she rarely updates those sheets. Instead, she has been doing a lot of edits in sheets where she is only the editor. As I'm reviewing my true-up to determine who needs to keep a license and who I can bump down to Viewer, her name is always rising to the top of the list.
In my last True-Up process she showed as having not had any activity in Smartsheet in 3 months. However, I dug deeper because she claimed she was actually using it. I pulled down some of the reports and threw them into Access to perform some queries. What I found was this user had indeed only made updates a few days prior. As I looked closer at the data, it was obvious the logic being taken by Smartsheet to calculate the "Last Activity."
Smartsheet looks first to the user's HIGHEST permission level, then looks for the MAX activity date.
We need a fix to the True-Up page that doesn't force the SysAdmins to do exports, write queries, and spend hours doing data analysis on information that should be displayed already on the True-Up
SUGGESTED FIX #1:
Change the value displayed in the current column to show the MAX activity date regardless of the users permission level.
SUGGESTED FIX #2:
Add additional columns for each permission level with the MAX activity date for each.
Add another column that is the max of those permission level values.
Remove the existing column because it has no real value to the person performing True-Up.
