Template Set Updates

Leann Gibson
Leann Gibson ✭✭✭✭✭
edited 12/09/19 in Smartsheet Basics

If you create a Template Set and share with others, then update it will they get that update? If yes, will this impact their sheets they may have created from the Template Set?



  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 05/08/19

    Hi Leann,

    Unfortunately, there is no way to create template sets as Smartsheet has done, but if it were possible, it wouldn't impact the others.

    Hope that helps!

    Have a fantastic week!


    Andrée Starå

    Workflow Consultant @ Get Done Consulting


    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.

  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    I have created something similar to what Smartsheet uses. Basically I created a Workspace titled "Templates" and shared everyone to it. Within that workspace is a bunch of folders with each folder being it's own "template". I do not use actual templates. I just create the sheets/reports/dashboards/etc and save them in the appropriate folders. 


    They can then use the "Save As New..." option on the folder/template of their choosing.


    However... If I update anything within a folder/template, any older versions that are out there remain unchanged. The only new versions are what are saved as new after the updates.


    I had done some digging (quite a while ago) on how to update any sheets that had already been saved from an actual template, and I believe I came across the Control Center as a possible solution. Again... This was a while ago. I ended up deciding to use my current solution instead, so I can't remember all of the specifics.

  • Leann Gibson
    Leann Gibson ✭✭✭✭✭

    Do you know if you use this process and have locked data (e.g. columns or rows) can other edit them? I am trying to create a standard project plan and dashboard to be used by ~20 PMs, we want the data consistent across all users.


  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    The process I use maintains all locked rows and columns. My company is ISO certified, so I do use version control anytime updates are made. That way any old projects are still in compliance even though they are not in the most recent version.


    They are however able to edit because when they "Save as New..." they become the owner of the new sheets/reports/dashboards. Typically anything I have locked is a set list or has some kind of formatting plus I am always drilling into their heads... "If you see a lock... LEAVE IT ALONE!!!"


    I keep my templates just in case someone messes something up and have written out a very long manual of the entire workspace build with every "default" listed to include formulas. Every now and then I will see someone editing a locked row or column, and I will just let them do it. The look on their face when they realize they have broken something is priceless. Typically when I do that it's because I know it is an easy fix.


    I also make sure to keep as many columns hidden as I possibly can and break out more complicated automations across numerous helper columns. They typically don't mess with something they can't see, and if they do accidentally jack something up, it's only a small portion that is generally pretty easy to fix instead of getting into some unique monster formula.


    Speaking of unique formulas... I also avoid them at all costs. I will make things just a little more complex than they need to be just so I can use a generalized formula that can be dragfilled across a row or down a column.


    Makes fixing thing SO much easier that way when you can just dragfill from an adjacent cell.