Daily Update Solution without the need to open the sheet, use Zapier, or similar

Andrée StaråAndrée Starå ✭✭✭✭✭
edited 08/27/21 in Best Practice
01/06/21 Edited 08/27/21

Hi everyone,

Happy New Year!

I hope you're well and safe!

I've developed a way to use the newly released Record a date feature to update sheets with today's date automatically without the need to open it or similar.


1. Add a so-called helper column. (Date). We can call it Today Helper and add a date before the current day.

2. You'd then use an Automation Workflow as described below.


Trigger: When a date is reached

Every day starting on 2021-01-06 (today or earlier)

02:00 (select the time that makes the most sense for the process)

Conditions

Where Today Helper is in the past

Record a date

Record a date in Today Helper



This could also be structured so you'd use a so-called helper sheet for the process above and then link it to all other sheets where you'd need the daily update.


Let me know if you have any questions!

I hope that helps!

Stay safe, and Happy New Year!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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

SMARTSHEET PARTNER & CONSULTANT / EXPERT

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

Comments

  • edited 04/04/21

    Hello @Andrée Starå

    I came to this post when trying to find out how to record the daily results of the SALES KPI's from the team to see trends, i.e. how full the sections of the pipeline are on a weekly basis. Each section of the pipeline has several leads and their values in. This totals in the summary page, report and dashboard. I need to record weekly to see if the trend is up or down per section of pipeline.

    I still can't work out how it is possible with the above suggestion. can you advise where i should look for help or any ideas?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Gavin Worsley

    I hope you're well and safe!

    You could use a copy row workflow to store each week's results and use that for the trend.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) 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!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Kat WoodhamKat Woodham ✭✭✭✭✭

    @Andrée Starå this is similar to what I sorted out for myself as well except instead of a helper column, I use a locked helper row (assume I already have a Date column as part of my setup).

    I'm curious about the helper sheet method you mentioned. Do you think it would work to run the automation in the helper sheet and cell link the helper sheet date in the sheet summary of the sheets you need to force a TODAY() formula to update?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Kat Woodham

    I hope you're well and safe!

    I stumbled over your question.

    Unfortunately, you can't cell-link to the sheet-summary section, but what I've done is that I've added a cross-sheet formula instead to the sheet summary section that references, for example, a helper sheet or an Intake Sheet.

    I used this method with Zapier when the Record a Date feature wasn't released.

    Make sense?

    I hope that helps!

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Jim HookJim Hook ✭✭✭✭✭

    The Post from Andree Stara solved my problem, thank you! I ended up using two automated workflows to generate an email to myself if a number brought into a cell via a cross sheet referenced function exceeded a certain value that would trigger an invoice. The first workflow used the Record a Date action to enter a value into a cell that will trigger the workflows and the second workflow sends an alert email to myself indicating what project has reached an invoice point.

    I suspect that the Change Value in Cell action will work also. Both of these actions require the Smartsheet server to open the sheet, write a value into a cell and then save the sheet which triggers the workflows without me ever having to open the sheet myself.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Jim Hook

    Excellent!

    Happy to help!

    Glad to hear that it was helpful!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    @Andrée Starå I use the same method. It really changed the process when the Record A Date automation came out and we didn't have to use Zapier for this anymore.

    thinkspi.com

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