Checkboxes - Reporting

07/31/18 Edited 12/09/19

Hello Community,

Our project team uses checkboxes in Smartsheet to indicate if a particular task has been completed or not.

Is there a way to:

Create an automated daily report that tracks the number of checkboxes checked by a particular user? 

Example: We have 10 employees working in 1 large spreadsheet with all of the project tasks on there (and checkboxes associated with each task).

The goal would be to track productivity without forcing each employee to input their name for each task - instead simply using the checkbox and allowing the system to know who checked the box / how many per day / per user.

Thank you!

KP

Comments

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi KP,

    If you have resources, you could probably accomplish what you want via the API.

    More info: http://smartsheet-platform.github.io/api-docs/#get-cell-history

    I hope this helps you!

    Best,

    Andrée Starå - Workflow Consultant @ Get Done

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    THIS WILL ONLY WORK IF THE VERY LAST THING DONE IN THAT ROW IS CHECKING THE BOX!!!

     

    You could also use a set of Modified (By) and a Modified (Date) columns.

     

    =COUNTIFS([Checkbox Column Name]:[Checkbox Column Name], 1, [Modified (Date)]:[Modified (Date)], DATEONLY([Modified (Date)]:[Modified (Date)]) = TODAY(), [Modified (By)]:[Modified (By)], "username")

     

    The underlined portion TODAY() is where you would designate your date range.

     

    The bold portion is where you will enter whatever populates in the Modified (By) column as the username (typically the email address).

     

    The modified columns will tell you who last modified the row and when (date and time stamp).

     

    What this formula does is looks at all of the rows that are Checked. It will then count how many of those checked rows have a modified date within the range you specify (Today in this example) AND were modified by the user you specify "username" in this example).

     

    Again... This will only work if no one makes any changes to the row after the box is checked. If you need more flexibility to be able to modify the row after the box is checked but still maintain an accurate count of who/when the box was checked, Andree's suggestion of an API is the way to go.

  • J. Craig WilliamsJ. Craig Williams Top Contributor

    May I suggest changing the check box column to a Dropdown or Contact List column -- something like "Completed By" and then count those.

    As Andrée says, this could be done using the API ... but it is kind of ugly due to the way the version history is kept. Getting cell history is one the items flagged for rate limiting processes. Depending on Sheet size, it might not be so bad. 

    Craig

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