Pull data from other sheets located in other workspaces

Susan Hildebrant

I need to gather data from project sheets located in the project workspace to the portfolio update sheet in another workspace. I was hoping I could do that automatically. Control Center is not available at this time.

I can set it up within the workspace for the project dashboard. I need to get the data over to the portfolio workspace for the portfolio dashboard.

A simple solution would be the send a weekly request for updates to the PM and have them enter the data, but that creates redundant work that I want to avoid. Any ideas how I could gather the data automatically?

Thanks in advance,

Susan

Stefan

Hi @Susan Hildebrant ,

you may use a portfolio summary sheet with all the columns you need, where each project is represented by one row.

A new project needs to be cell linked once it starts and then data will be kept up to date all the time.

Hope this helps

Stefan

Susan Hildebrant

Hi Stefan,

Thanks for your quick response. I can have our administrator add the links when she does the provisioning. It seems to be the simplest way. Thanks for your help.

This Community is the BEST!!! I have gotten so much help quickly and it is really appreciated. 🤓

Susan Hildebrant

Hi Andree,

This is an interesting solution. Not sure it will work in this circumstance as the sheet that requires the specific fields also needs to be edited manually for other fields.

I appreciate the input. I have saved the link for future reference.

Thanks,

Susan

Andrée Starå

@Susan Hildebrant

Happy to help!

If you need to edit, it won't work, unfortunately, so Stefan's method is best for this use-case.

Stefan

Hi @Susan Hildebrant ,

you may use a portfolio summary sheet with all the columns you need, where each project is represented by one row.

A new project needs to be cell linked once it starts and then data will be kept up to date all the time.

Hope this helps

Stefan

Susan Hildebrant

Hi Stefan,

Thanks for your quick response. I can have our administrator add the links when she does the provisioning. It seems to be the simplest way. Thanks for your help.

This Community is the BEST!!! I have gotten so much help quickly and it is really appreciated. 🤓

Andrée Starå

Hi @Susan Hildebrant

To add to Stefan's excellent advice.

Another solution could be to use the Sheet Summary and the Sheet Summary Report feature.

https://help.smartsheet.com/articles/2479206-create-a-portfolio-view-with-a-summary-report

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Susan Hildebrant

Hi Andree,

This is an interesting solution. Not sure it will work in this circumstance as the sheet that requires the specific fields also needs to be edited manually for other fields.

I appreciate the input. I have saved the link for future reference.

Thanks,

Susan

Andrée Starå

@Susan Hildebrant

Happy to help!

If you need to edit, it won't work, unfortunately, so Stefan's method is best for this use-case.