Best method to update a project sheet

Hello everyone!

I'm a project coordinator at a company specialized in manufacturing and installing irrigation systems, we have over 50 projects going on at the same time.

We're trying Smartsheet to check whether it suits our needs, we're looking for a way to let a user supervising the project to update the progress (%Complete) and indicate if there's an urgent situation (At Risk?) in the project sheet.

I've tried forms but the they only add new rows of data and can't update existing rows.

I've also tried using reports but the user has to have access to the original sheet and we want to avoid that because it contains financial data too.

is any workaround or a better method for doing this? 

Many thanks in advance

Comments

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi Ahmed,

    Depending on your specific setup and needs I would probably set up cell linking or use update requests. 

    Please see the attached link/screenshot for more information.

    Cell links

    Update Requests

    I hope this helps you!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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.

  • Hi Andree

    Thank you for your reply

    I've checked cell linking, it lets you create a view-only sheet and link it with the original sheet, you can then update the original and it will update the view-only one automatically. In my case I'm looking for the opposite, I want the user to be able to update the original sheet and unfortunately cell linking doesn't work the other way around.

    For update request, it's great for few updates here and there but when 50+ projects are going at the same time with progress made each day it will be bothersome to keep sending update requests.

    I know I'm asking a lot, I just hoped there might be a similar case where someone found a workaround.

    Thanks again

    Ahmed

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Happy to help!

    What I was thinking was that you could have a cell link show the data and another cell link going back to the original sheet that can be changed.

    Depending on the sensitivity of the other information there are ways to make it cumbersome to see.

    The third option could be to use the new premium add-on Dynamic View where you decide specific views of the sheet with no possibility to see the other information.

    Would any of those suggestions work?

    Best,

    Andrée

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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.

  • I haven'y thought about cell linking in both ways, that might work, I will try it right away.

    I will also check the add-on, if it turns out to be a better option I'll definitely go for it.

    You've been a great help, thank you!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 10/25/18

    I'm always happy to help!

    Here is a link with information about Dynamic View (updated link)

     

    Let me know if I can help you in any other way!

    Best,

    Andrée

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 Newcome
    Paul Newcome ✭✭✭✭✭✭

    If you set someone to Editor permissions when sharing them, they cannot change locked cells or unhide any columns. Would either of those two options work for you? Just lock down the columns/rows they need to see but you don't want them editing and hide any columns with data you don't want them to see.

    thinkspi.com

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Paul.

    The risk is that you still can access all of the columns if you want. They are not secure.

    Dynamic View is great for this use case.

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 Newcome
    Paul Newcome ✭✭✭✭✭✭

    @Andree

     

    I have shared sheets to people as editor and they were unable to edit locked cells, and they couldn't "unhide" hidden columns.

     

    If they need to see something but not edit, I lock it.

     

    If they don't need to see it at all, I hide it.

    thinkspi.com

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Paul

    They can't edit, but they can see the information even if it's hidden in edit row and maybe even in send row. Also if they export to Google Sheets or Excel, they can unhide everything. 

    Be cautious!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 Newcome
    Paul Newcome ✭✭✭✭✭✭

    @Andree

     

    Ah. Good thinking. Couldn't they also do the same with "Save as New"? Is that an option within Dynamic View?

     

    I don't know much about the details concerning Dynamic View. Our use for it here doesn't justify the cost, so I haven't gotten to play with it at all.

    thinkspi.com

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Better late than never! laugh

    No, there is no way to save as new in Dynamic View, so it's a secure solution. Also, if you need to use current user for data in a dashboard, you could use Dynamic View for that.

    Hope that helps!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 Newcome
    Paul Newcome ✭✭✭✭✭✭

    Hahaha. I think at this point "late" has become an understatement. wink

     

    Definitely good to know though. While I still can't justify the cost for Dynamic View, it's always nice to have just a little more knowledge. yes

    thinkspi.com

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Haha!

    Everything under one year is late, and everything over is ***! (I accidentally added your question to the wrong folder, obviously)cool

     

     

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 Newcome
    Paul Newcome ✭✭✭✭✭✭

    Hahahaha. Fair enough. laughyes

    thinkspi.com

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    time

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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.