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Linking from a sheet that's reached the 5000 row limit
Hello Folks,
I’m relatively new to smartsheets (3 months) but I’m diving right in creating sheets for a medium size construction firm.
My recent project is a daily time reporting sheet for approximately 100 field employees.
My sheet is up and running and is being rolled out to a limited number of supervisors during the “shake out” period.
The structure/data input is as follows:
- Each employee is responsible to enter his or her time daily via a web form.
- Each employee enters, their name, date, job name, 2 different activity’s (area worked & activity preformed) and hours. If they performed more than 1 activity in more than 1 area in each day, they need to submit the web form multiple times. e.g. 4 hours on 1st floor / activity A and 4 hours on 2nd floor / activity B.
- The foreman for each job site will receive an approval request each day to approval subordinates time entry.
- The time sheet is exported to excel once a week and sorted / subtotal and sent to the payroll department.
The time sheet performs several different functions.
- On the left side of the sheet I have a lookup table that is queried by several columns that have lookup formulas. The lookup table/s are normally hidden
- On the right side of the time sheet is a large area that supports sumifs formulas for totaling hours based on “job name”, “area worked” and “activity preformed”.
- All sumifs hours are linked to cells in another sheet that tracks budget hours vs actual hours (time sheet hours).
- The large sumifs area is normally hidden.
So, to my question:
- When I reach the 5000-row limit on my time sheet, which will likely happen every 2 weeks, how do I maintain my web forms, lookup tables section and sumifs section while having a seamless transition. If I delete rows, to make room for more rows, I’ll lose my sumifs linked totals in the budget hours vs. actual hours sheet.
If I do a “save as new” for the time sheet, rename the original to “archive [date range]” and continue using the save as new” sheet I’ll lose my web forms and sumifs links to the budget hours vs. actual hours sheet.
I know increasing the row limit and sumifs between sheets is in the works.
Until then, do I have any options? I’ve attached a screen shot of the time sheet and budget vs actual sheet.
Hope this makes sense. Thanks
Comments
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Hi Craig,
Would it work if you moved the rows to another sheet like an archive when it's nearing the 5000 row limit?
Look here: Move Rows to Another Sheet
I hope this helps you!
Best,
Andrée
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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