Modified and Modified By system fields not working as expected

Alberto Valdez

I have a sheet I use to keep track of action items. Usual stuff. 

Long story short, there were some people with action items assigned that no matter how many email requests I sent for updates, they did no get in the sheet to update them.

My approach was to create 2 columns:

- Modified: Auto/System generated field

- Aging (by days): Text/number field which I added a formula. Example: =TODAY() - [Modified (Date)]row number

When I created the columns, it worked as expected. As soon as I saved my sheet, all Modified dates and times updated to the date & time I last saved the sheet. Why???

I tried adding Modified By and it is blank too.

Do you guys made any changes to these system generated fields? Something is broken.

Please help.

Alberto Valdez

 

Paul Newcome

What changes did you make after adding the modified columns and before saving?

Alberto Valdez

None.

Andrée Starå

Hi Alberto,

Are the rows connected in some way?

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

Alberto Valdez

No.

 

This could easily be tested. I can remove the Modified column and create it again. As a matter of fact, I have already done it and the content on Modified field is the latest day the sheet was saved. 

Seems like it no longer gets the actual modified date & time from each row.

Paul Newcome

When you create a new column and then data is added to that column, then whatever row data has been added to has now been modified.

 

Technically, having the data input into each row by the automated Modified Date column modified each of the rows.

 

I feel that is most likely the explanation for this.

Andrée Starå

That would be my guess as well!

Alberto Valdez

Thanks for your explanation, Paul.

I have been using this page for the last 6 months (at least) and decided today to add the Modified (Date) system field to check for records which have not been updated in a while.

If what you say is true, it completely renders useless the Modified function.

Perhaps the fields counted towards a real modification need to be revised.

Since I administer this page and if I sent an email remainder to the owner to update his/her action item. Would that be considered as a modified record because I created an email reminder? I believe it shouldn't.

Adding a Modified (Date) system column, should not impact when that record was last modified and update it to the date the Modified (Date) system column was created. It shouldn't.

 

P.S. "Modified By" system column is not working either. It keeps blank. Something's broken.

 

Paul Newcome

Technically adding the data to a row is modifying that row. That is the only time that particular action will cause a row to be considered as "modified".

 

SENDING an Automation such as a reminder or an update request will not trigger the Modified Date column as it is not modifying anything. If someone responds to that automation and updates something, then it will also update the Modified Date column for that particular row.

 

Another thing to keep in mind would be formulas and cell linking. If a cell is linked from another sheet, and that particular cell is updated on the other sheet, it will update the cell on this sheet which updates the row which in turn triggers the Modified Date column.

 

If a formula is referencing a different row and the other row is updated which updates the formula, your Modified Date will trigger.

 

If any other action causes a formula to update such as a change within a cross sheet reference or the TODAY() function being activated, these too will update your Modified Date column.

.

As far as the Modified By remaining blank, the only thing I can recommend is reaching out to support.

Alberto Valdez

Thanks for your help, Paul. Not what I wanted to hear, but appreciate your help.

Paul Newcome

Happy to help. Sorry it wasn't what you were hoping for.

Alberto Valdez

It's been a few days since my last update and I see Modified (Date) keeps changing based on the day (As if Today()). Modified by keeps showing up blank, even after I personally modified a record.

Something is broken. 

My guess since very few people use this functionality, it hasn't been brought up before.

Paul Newcome

I actually use the Modified Date column myself quite frequently. Do you have the TODAY() function in any formulas? Are there any calculations that could be running from formulas that could be updating?

 

As for the Modified by column... That is odd. I would suggest reaching out to support.

Andrée Starå

I agree with Paul,

If you haven’t already, reach out to the Smartsheet Support Team. Smartsheet Support Team