Report on multiple projects

Lili

Hello everyone, hoping you have an excellent day I need advice with the following situation.

Projects registered with this info: personal information of the client is classified, the services requested and the phases of the project itself, creating task´s and subtask´s all this is one document.

However, we need to see daily only some aspects of each job such as the date of registration, name and personal data, status of the project, as well as a space for external people to make notes. (Some of the info is a task and subtasks)

We have researched in tutorials but the reports and the cards only handle information of a single project. I would be very grateful if you could enlighten me on how I can efficiently and effectively handle all the information.

Thank you for your time

Andrée Starå

Hi Lili,

Depending on how sensitive the classified information is I would look at reports or the new Dynamic View Add-on.

Can you give some more details about the process?

Please see the attached link/screenshot for more information.

https://www.smartsheet.com/product/dynamic-view

Would that work for you?

I hope this helps you!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Lili

Hi, thank you for your feedback, I saw the video but I don’t think it’s the right solution.  

 

So I will try to describe the process...We work like this: we submit the project, and we register on rows the name and personal info the stages of the project (inside of every stage are 2 to 8 subtasks) , and on columns start dates and end dates, status (if it is started, in progress, if we need some reviews),notes, % completed, and other info. 



We need to share in a report some of this information (that are in different cells) of all the projects to other people that are outside of the company and be able for them to make notes if necessary.



For ex. To have columns of name, phone, address, status, notes and in the rows is where it will be project 1, 2, 3 …and so on. 

Andrée Starå

Happy to help!

I would probably set this up with cell-linking/cross-sheet formulas to another sheet or similar, but I would need more information to be able to give you a better recommendation. This can be reasonably advanced to set up, it's probably doable, but it needs to be thought out thoroughly.

Can you share the sheet/report or some screenshots? (you could make a copy and remove the sensitive information)

You can share it here or send it to me: andree@getdone.se

Best,

Andrée

Paul Newcome

You can pull a single report from multiple sheets using the report builder.

Andrée Starå

Paul,

I didn't suggest this because some of the information is classified. The report isn't secure.

Best,

Andrée

Paul Newcome

Andree,

 

The way I was reading it was that the classified info would all be in the same column(s) which would allow you to specify which columns to display (or not) in the report.

 

"For ex. To have columns of name, phone, address, status, notes and in the rows is where it will be project 1, 2, 3 …and so on."

 

and

 

"We have researched in tutorials but the reports and the cards only handle information of a single project."

 

Are what led me to think along the lines of the way I did.

Andrée Starå

The reports would not be secure because you can access the information regardless of what is shown, unfortunately.

Lili

Ok! yeah, that's precisely what i did hehehe. It's good to know I wasn't lost :P

Lili

Thank you guys for all your advice, I appreciate it

Paul Newcome

Ah. Good point. You have to be able to view the sheet to view the report data... Dynamic view may be the key to this one.

Andrée Starå

Happy to help!

Andrée Starå

It's always good to be reassured