Automatic RollUp of data from multiple projects

09/09/19 Edited 12/09/19

Hello everyone ! 

I could use some help with some dashboard 101. 

I've been trying to find a way to roll up data for a while without success. Let me explain the situation:

I've created a "project folder template" (including sheets, report and a dashboard) that I can easily copy for every new project I'm creating (please refer to ProjectStructure screenshot below)

For every sheet that I have, I've created summary metrics (see summarypersheet below) 

I've also created some Sheet Summary data, all of them functions refering to some data in my sheets. (See sheet summary screenshot below)

From that Sheet summary, I can easily create Summary Reports from these fields like the summaryreport screeshot below. 

Now my problem is that I am unable to automatically roll up data from new project into metrics for a dahsboard. 

I can create these kind of metrics with formulas that could look like this: =COUNTIF({BI COVEO - RYG}, [...]9) + COUNTIF({[email protected] - RYG}, [...]9) to create these kind of widgets:

But that forces me to modify the data field formulas everytime I'm creating a new projects. 

I'm looking for a way to automate that process so that everytime I'm creating a new projects from my templates, the metrics will update automatically (rolling up to a portfolio dashboard) 

Since I can't create metrics from a summary report and that I can't seem to find a way to create a formula in a sheet that will allow me to look in a "folder" or a "workspace", I'm at a lost. 

If you have a solution, I would appreciate that. 

Thanks ! 

Christian

ProjectStructure.png

SummaryperSheet.png

SheetSummary.png

SummaryReport.png

PieChart.png

Comments

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Christian,

    I'd recommend creating a so-called Master Metric Sheet where you'd collect the summary information from each sheet. You can then calculate further on the data and present it in reports or dashboards. You could also gather all the information on each sheet and then cell-link that to the Master Metric Sheet.

    We'd use cross-sheet linking and cell-linking depending on the need. 

    For each new project, you would either set up the cross-sheet links or by having a metric section in the sheet you could cell-link that information to the Master Metric Sheet.

    Another option would be the Premium Add-on, Control Center.

    More info: https://www.smartsheet.com/marketplace/premium-apps/control-center

    Would that work?

    Hope that helps!

    Have a fantastic day!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 NewcomePaul Newcome ✭✭✭✭✭

    I do something very similar. What I did is created a sheet that contains all of the pertinent project data along a single row. I then created a rollup where the column names match. I can then cell link across the row all at once to have all of that data for each project pulled together in one place. I then run my metrics off of my rollup sheet. That limits the amount of work I have to do for each new project to simply selecting a group of cells across a row in my rollup, link to a cell in another sheet, select the new project's sheet, highlight the data row, then link them all at once.

    thinkspi.com

  • Thanks a lot Paul ! That sounds like a plan !! 

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    Happy to help! yes

     

    Let me know if you need any help on the details or would like some screenshots or anything.

    thinkspi.com

  • Thanks Andrée ! 

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Happy to help!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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.

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