HELP! Summary Report to pull from different sheets based on multiple drop down selection


Hello! I am new to Smartsheets and am trying to build a Summary Report based on drop down selections and data from various sheets.

I have a TON of data and too many cells so I've had to spread it out on a sheet per month. I have two drop down selections. One is to select the month and the other is to select a division within that month. I am trying to calculate/show a compliance rate for specific elements based upon the month and division that could be selected.

Is there a way pull the data pulled from a specific sheet based upon what is selected from the drop downs?



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  • Richard Rymill SBP
    Richard Rymill SBP ✭✭✭✭✭✭

    Hi Kathleen

    you are on the right track with this. A report is a great way to do this in Smartsheet. 

    Not sure what part you are struggling with, but there are some set up tasks to make sure this is easy and provides the solutions you seek. 

    1. make sure your column naming is uniform on all the sheets you wish to draw data from. 

    2. if you can park these Donor sheets in a small number of Workspaces (1 is best?) then it will save you listing them all individually. But you can list several workspaces or all the sheets if need be? but this means that if you add a further sheet to a listed Workspace the data will be listed in the Report automatically. 

    3. You will probably need to rename the primary column in the Report version ... annoying but... 

    Then carefully select your data criteria including Either/or etc in the selection criteria columns. 

    If you struggle with this we can give you a quick demo and see what is troubling you? We use Zoom for remote screenshares, so let me know if you need a free initial consultation/ demo? 

    Hope that helps? 



  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    Do you mean that you would like a Report automatically built from the Master Sheet based on the selections made in the drop down cells of the Summary Sheet?


    If so, that could be possible with a little bit of creativity. You would need to link those two dropdown cells to each sheet. You would then want to hard code two other cells with the specific sheet's month and Division.


    You could then create a "Helper" checkbox column that compares the two sets of cells together and checks the box if they match.


    You would then build your report to pull from the sheets based on whether or not that box is checked.

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