Best Practices of archiving sheets

Yogin Bhatti

Hello,

I currently use a form to populate a sheet for any new sales leads. We're at the end of our fiscal year and I'm trying to archive all old leads and start a new sheet. I want to know about some best practices of achieving this. I was thinking about the following ways:

1. Move all open leads via automation to a new sheet and start using that for the next fiscal year. However, would this mean I will have to create a new form, thereby sending a new link to the sales team? If yes, then it would be a counter productive measure.
2. Duplicate the current sheet, and archive the new sheet. Thereafter, delete all closed leads (there are hundreds of closed leads, but a handful of open ones. This way, I wouldn't have to create a new form and disrupt the current process.

As it stands, both the aforesaid options come with their respective pros and cons. However, I'm leaning towards option 2 as that may mean more work for me upfront, but a smoother process down the line.

Also, is there a way to direct the current form to a new sheet? If yes, then I can use the automation in option 1 to create a new sheet and keep the old form and its unique link so the sales team can continue entering leads via the same link.

If the community can suggest a better way of achieving this, I would be very grateful.

Hope everyone is staying safe and practicing good social distances.

Best,

Yogin

Genevieve P.

Hi Yogin,

What about Option 1, but the opposite rows moved over? Move all the closed leads via automation to a new sheet and archive that sheet in a different folder.

This way you can keep the form going, as forms are connected just to their original source sheet (and can't be moved). You could set up a time-based automation to just run once, moving all the currently closed rows over. For example:

Here's more information on Time Based automations (here), and on the Move Row automation (here).

Let me know if you have any questions about this!

Cheers,

Genevieve

Genevieve P.

Hi Yogin,

What about Option 1, but the opposite rows moved over? Move all the closed leads via automation to a new sheet and archive that sheet in a different folder.

This way you can keep the form going, as forms are connected just to their original source sheet (and can't be moved). You could set up a time-based automation to just run once, moving all the currently closed rows over. For example:

Here's more information on Time Based automations (here), and on the Move Row automation (here).

Let me know if you have any questions about this!

Cheers,

Genevieve

Yogin Bhatti

Thank you, Genevieve.

This looks helpful. I'll work on it and will set the trigger for the end of the month. I'll let you know if I have any further questions.

Best,

Yogin

Genevieve P.

Hi Yogin,

Sounds good! Please let us know the result next month, if this has worked for you. 🙂