Workflow Based on Previous Values

Umesh Shah

I have a worksheet with rows and a status field.

the status field options are New, Planned, Committed, Cancelled.

I also have another field called "Notify" which is a checkbox. We run reports based on items being checked.

My question:

When someone changes the Status field from Committed to Cancelled, i want to check the "Notify" field.

When someone changes the Status from New or Planned to Cancelled, we do not want to check the "Notify" field.

How can i achieve this?

I can create a rule to pre-filter for "Committed" items which then change to "Cancelled" but there is no way to make a cell change to the checkbox.

Seems like limited functionality on the workflow feature to me.

Genevieve P.

Hi Umesh,

There currently isn't a way to automatically check a box with the condition being a previous value that is no longer present in the sheet, or have a workflow based on cell history. Please submit an Enhancement Request when you have a moment!

Instead, would you be able to set up a new column with just two values: In Progress or Cancelled? That way you could have both values present at the same time in your sheet (ex. both "New" and "Cancelled" or both "Committed" and "Cancelled"). This would allow you to either create reports on these two criteria or set up workflows.

You could also set some Conditional Formatting rules based on that "Cancelled" value - perhaps even turning the text in the Status cell white so it's no longer visible in the sheet (but still present for your filters).