Roll Up Sheet needs daily "activation" to work

Eva M

Hello, I have a Master Sheet and a Roll Up sheet based on the Master. The Roll Up uses a lot of formulas, including the "TODAY()" function. Apparently, the Roll Up will NOT refresh to reflect the data that came into the Master unless I physically go in to the Roll Up and "activate" it by scrolling around in it and re-saving it. This is absolutely ridiculous and unacceptable. Are there any work arounds? Any automated saving procedures? By automated, I mean that a human being is not necessary for it - the sheet just activates and saves itself when new data comes in. This is super important because the Roll Ups come out Daily and are very sensitive in terms of accuracy (I work in a hospital). Thank you!!!

Andrée Starå

Hi Eva,

Zapier is a great option for this scenario. Is that an option for you?

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Eva M

Thank you for the tip! I've never heard of it. Just looking at it online, it seems like our IT dept would have to get involved and allow me to download it, my dept would have to agree to pay for it etc. I was hoping for a fix within Smartsheet. It seems like this problem is really serious. Why have functions that negate the very purpose they have. Sigh. Not happy with Smartsheet right now. Not sure how to resolve it. Thank you anyway! I know you didn't write the software.

Ezra

I agree, Eva..

I was hoping that there would be a way to run a daily "touch" action within the automation options. Having to rely on a third-party software to do a common/generic routine is like hiring an exterminator every time you see a mosquito. 

Andrée Starå

Happy to help!

The other workaround would be to use an update request to update the sheet daily, and then it would work. I have a few clients that do this because they don't want to or can't use Zapier or another similar service.

Would that work/help?

Also: Please submit an Enhancement Request when you have a moment.



Eva M

Hi Andree, the Update Request will only work if that request goes to a living human being. I am trying to get away from that. I need the Roll Up to automatically update when new info comes in. I really don't understand why that is not a given. What is the reasoning behind even having a roll up if it doesn't update and a person has to go in and do it themselves all the time? Makes zero sense. My company has decided to drop Smartsheet and the IT is now getting involved with doing something else. However, in the meantime, this remains a huge issue that is just ridiculous. I know it's not your fault, I am just really frustrated because I put a LOT of time and work into all the formulas and sheets only to not have it work in terms of something that should be a norm.

Andrée Starå

Sorry to hear that your employer decided to drop Smartsheet. I understand the frustration, and I would be surprised if this isn't addressed soon. I'd recommend waiting for what's coming at Engage this year.

Can I help in any way?

Eva M

Andree, you helped already!! This is not your fault. Just knowing it's kind of a glitch and not something I am doing wrong is enough. I did submit the enhancement ticket. You know, now that you ask...is there a way to have a formula looking at the last "x" amount of days that would NOT include today? Meaning that I wouldn't have to use the TODAY function? Thank you!!

Andrée Starå

Unfortunately, as far as I know, it's not possible because you must have a reference to today's date. I'll get back to you if I think of something else.

Eva M

OK, thanks so much anyway!

Andrée Starå

I'm always happy to help!

Eva M

Hi Andrew, I tried Zapier but it seems I would need to set up a separate Zap for each row that I need updated? In other words, I set it up to automatically update any newly changed/updated rows, but it only let me put in one row ID. Does this mean that I would have to set up a separate Zap for each row ID? Or is it possible to set up one zap for multiple rows when one buys the higher level Zapier membership? Thank you!!

Andrée Starå

Fortunately, you only need to update any cell in the sheet, and that will activate all formulas in that sheet. One zap would be set up to trigger with recurrence. For example, once a day and then the sheet would be activated.

Make sense?

Let me know if you have questions!

Have a fantastic weekend!