Question about Barcodes and Denying Duplicates

Coley Bean

Hello!

Is there a way to deny a duplicate scanned barcode into Smartsheet (throw up an error) if it has already been used on the Smartsheet to let the person know to use a different bar code? We are using this for specimen gathering and are assigning barcodes to each patient. We want each barcode to be unique and we want to have duplicates identified before they are put on the Smartsheet so we can use a different, unique barcode.

Thanks!

Andrée Starå

Hi @Coley Bean

How do you add a new barcode?

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, andree@workbold.com)

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Coley Bean

Smartsheet.png

I have uploaded the screenshot. The highlighted column is where the barcode numbers will go. We are scanning the barcodes with the Smartsheet app on mobile devices.

Essentially when we scan barcodes, the numbers are automatically populated in the Specimen ID column. We want each specimen to have a unique barcode number to identify them. We want an error to appear on the Smartsheet when a duplicate barcode is scanned (one that has already been scanned/used on the sheet) so we can use a new barcode.

Thanks!

Andrée Starå

@Coley Bean

Happy to help!

We would need to add a so-called helper column and then add a message/conditional formatting to indicate that it's already used.

Make sense?

Would that work?

Coley Bean

Could you give an example of a helper column? I'm not sure what that would be.

Thanks!

Andrée Starå

@Coley Bean

Sure!

Try something like this.

Add a helper column, called Duplicate, and make it a checkbox type column.

Add something like the following formula in the column.

=IF(COUNTIF([Specimen ID]:[Specimen ID]; [Specimen ID]@row) > 1; 1)

Depending on your country/region, you'll need to exchange the comma to a period and the semi-colon to a comma.

Add a conditional formatting rule that would color the row or similar when the Duplicate is equal to 1.

You could also change the 1 in the formula to a message like "Duplicate Barcode, please add a new one"

Make sense?

Coley Bean

That's great, we will try that!

Could you show me how you would replace the 1 with "Duplicate Barcode, please add a new one"? What would the formula look like?

Thanks!

Andrée Starå

@Coley Bean

Excellent!

Something like this.

=IF(COUNTIF([Specimen ID]:[Specimen ID]; [Specimen ID]@row) > 1; "Duplicate Barcode, please add a new one")

Remember to change the column type to Text/ Numbers.

Coley Bean

Thank you so much for your help! We will try it out and let you know if we need any other help!

Andrée Starå

@Coley Bean

Excellent!

You're more than welcome!

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