Filter table based on list?

Filter table based on list?

In Excel, you can filter a table based on criteria defined in a range. (Data> Sort&Filter> Advanced Filter) In the screenshot below, the criteria range at the bottom would be used to limit rows displayed in the table above. Is it possible to do this in Smartsheet?

I want to avoid using the filter interface and adding each row one-by-one.


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Answers

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    edited 03/26/20

    Hi Daniel,

    Unfortunately, as far as I know, it's not possible at the moment, but it's an excellent idea!

    Please submit an Enhancement Request when you have a moment

    There might be a possibility to develop a workaround.

    Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    ✅Did my post help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • edited 03/26/20

    Thanks guys, I've sent an Enhancement Request as Andrée suggested. This is the screenshot I included in the request with a little more information. Basically I'm just looking to get away from the repetition of manually selecting one record at a time in a Smartsheet filter. I have a list of fields I'd like to filter the sheet on and I wish I could just specify that range as a filter, or maybe upload a text file or spreadsheet containing the list. When you need to select hundreds of records, the manual process of selecting one record at a time is inefficient.

    Instructions below are for executing the filter in Excel.


  • Paul NewcomePaul Newcome ✭✭✭✭✭

    @Daniel Cardenas

    I know it isn't exactly like Excel, but you may be interested in my solution above. You build out a table to filter against just like you are describing. Then you put a basic formula in a checkbox column and use a single filter pointed at the checked boxes. I really do think it will work for you.

  • edited 03/26/20

    Thanks Paul, I'll give it a try. I got hung up on where you said "you would still need to use the filter interface" in your initial suggestion because I assumed it would still involve a whole lot of manual selection/clicking, etc., but I'll give it a shot.

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    Nope. You only need to set the filter to look at the checkbox column and specify to look at either checked or unchecked rows depending on what you want to remove.

    After that, you shouldn't have to touch the filter again other than to turn it on or off.

    All you should have to do is update your list.

    You may need to refresh your browser after updating your list so your filter picks up the changes, but that will depend on your own personal settings. If you have auto-save turned on, it should automatically refresh at the save.

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    edited 03/30/20

    @Daniel Cardenas

    I saw that Paul answered already!

    Let me know if I can help with anything else!

    Best, 

    Andrée 

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Hey guys just wanted to follow up to say thanks, I got a simple test of a handful of records with just a few fields working using Paul's suggestion and it does seem to do what I need. Thanks @Paul Newcome! I'm working on building out a reusable sheet that a user can add a list to, point it at a separate sheet and retrieve the filtered results they need. Should be useful for my team. Thanks again!

    -Daniel

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    Happy to help! 👍️

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Daniel Cardenas You're more than welcome!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

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