Save as new - not pulling through the timestamp info

Kylie D'Costa

Hi SS users!

Need your wisdom!

We use (and LOVE) workflow approvals for many of our processes. However as we deal with such a large volume or transactions (1500 per month) I remove data monthly via "Save as New", eg a new sheet named "RFIs June 2019".  This solves issues we started having with slowness and keeps our live dashboards refreshed with only current month data.

The problem we have is that in this new sheet where I have saved June's data, we are losing the timestamp information. And this is critical for auditing purposes.

Any idea how we can prevent this one from happening? Its one of the most important pieces of information we collect, and we are loosing it!!

Thanks heaps

Kylie

Andrée Starå

Hi Kylie,

I'd recommend copying the columns to other columns that will preserve the information, or you could use a third-party service like Zapier to make it automatic.

Would any of those options work?

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Mike Wilday

A simple formula like =[Timestamp column name]@row in a new column would copy the data. Give it a try and see if that works when you save as new? 

David Johnson

Thanks for the replies guys.  All useful ideas, however the key part of the original sheet Kylie and I want to maintain for auditing is the specific timestamp of both who and when gave the approval (image below).  Unfortunately when you use "Save as new" the timestamp becomes whenever I created the sheet and moves to my name, losing the oriignal (critical) data.

At the moment the best solution I can come up with is to close off the sheet as is at the end of every month, start a brand new one for the new month, and redo every single formula and dashboard link to point to the new sheet (probably a couple of days work).

Very open to any suggestions for a better way please!

Thanks,

David

Andrée Starå

Happy to help!

Have a fantastic weekend!

lwingebach

Kylie, David,

I'm facing the same problem.  For auditing purposes, I need to do a daily "Save as New", but the 'Created By', 'Created', 'Modified By', and 'Modified' cells all get stamped with my name and the time I "Save as New".  Was there ever any resolution to your issue?

Thanks,

Lisa

Andrée Starå

Hi Kylie, David, and Lisa,

Please submit an Enhancement Request when you have a moment.

I hope that helps!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD