Can smartsheet report who checked a checkbox

Dear Mr/ Ms,

I'm looking for ways to organize document control in Smartsheet through check boxes if/when documents are revised by colleagues. I'm looking for a way to 'check' a box, and then in another collumn(s) report who checked the box and what time/date this box was checked, is this possible?

I found that there's a way to report who made the last changes to a complete row, but since the sheet/rows is constantly updated, I'm looking for a way to just focus on the collumn that says if a document is revised (or not)

If this is possible, could you help me by giving an example of a formula?

Thank you in advance and looking forward to your reply,

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Paul Newcome

There are a couple of different options. You could use the API or a 3rd party app such as Zapier, but if you do not have access to those, you can use a combination of a Copy Row Automation and cross sheet formulas to pull that data.

Ryan Kramer

@Tomas Giele , this would be very easy using the APIs. Basically just listen for the checkbox being checked. Then read through the results as in the example. Then just use a key-value pair for each candidate updater and update the respective field for the row.

Sample data from API docs.

 {
            "columnId":4567890123456789,
            "displayValue": "Revision 3",
            "columnType": "TEXT_NUMBER",
            "value": "Revision 3",
            "modifiedAt": "2013-06-24T00:10:18Z",
            "modifiedBy" : {
                "name" : "Jane Smart",
                "email" : "jane.smart@smartsheet.com"
            }
        },

Andrée Starå

@Tomas Giele

Hi Tomas,

As Paul answered, there are a few different options

I've developed something similar in many client solutions, and it's my preferred one.

We can do this with Automations and a Workflow to copy the rows automatically to another sheet and have the information added/stored.

We'd then use a VLOOKUP or INDEX/MATCH formula to collect the information back to the sheet.

Make sense? Would that work?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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jg124

@Andrée Starå @Paul Newcome with the recent updates to workflows is there now a more straight forward way to record if someone checks a box?

Andrée Starå

Hi @jg124

I hope you're well and safe!

It depends. What is it more specifically that you'd like to record?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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James Sawyer

@Andrée Starå Can you explain a little bit more. I have added the copy to new sheet automation but what VLOOKUP or INDEX/MATCH would you use?

Paul Newcome

@James Sawyer You would need a unique identifier on each row of the working sheet. Then you would use an INDEX/MATCH to index the column you want to pull in and match on the unique id.

=IFERROR(INDEX({Column To Pull From}, MATCH([Unique ID]@row, {Unique ID Column}, 0)), "")

Andrée Starå

Hi @James Sawyer

I hope you're well and safe!

You can add the System column, Auto-Number, and something like Paul's example.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Please support the Community by marking the post(s) that helped or answered your question or solved your problem with the accepted answer/helpful, Insightful/Vote Up/Awesome. It will make it easier for others to find a solution or help to answer!

Chizu Hieida

@Ryan Kramer @Paul Newcome I'm still getting familiarize with API. How can I put API data back to Smartsheet row to capture who checked the box?

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