Number of Tasks

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Raj Singh
Raj Singh ✭✭
edited 01/07/21 in Formulas and Functions

Hi,

I have a sheet that I am trying to get the number of total tasks to match up with the number of completed tasks.

I have two columns

  1. "Is Task" which is a checkbox column that i use the formula =IF(COUNT(CHILDREN(Tasks@row)) = 0, 1, 0). This checks only the tasks and not the parent rows.
  2. "Status" in which I use the formula =IF([Actual % Complete]@row = 1, "Complete", IF([Actual % Complete]@row = 0, "Not Started", "In Progress"))

I count the "Status" using multiple formulas for each state such as =COUNTIF(Status:Status, "Complete") and I count the "Is Task" using =COUNTIF([Is Task]:[Is Task], 1)


The issue is when i count the Status, it will count al the rows in the project which does not equal just only the tasks. I am thinking the formula I am looking for is to count the status on rows that are only as tasks.


Thanks for any help.

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Options

    Hi @Raj Singh

    I usually add a so-called helper column called Level with the formula below, and then you can use it to identify parents and use it for conditional formatting and more.

    =IF(COUNT(CHILDREN([Task Name]@row)) > 0, COUNT(ANCESTORS()) + 1)

    Would that work/help?

    I hope that helps!

    Have a fantastic day & 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 the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

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  • Raj Singh
    Options

    Andree,

    Yes, I do have that helper column also for the level which I use to conditionally format parents and such.

    I have a report I want to run to show the total number of tasks and then the total number completed, in progress and not started.


    When I count the total number of completed, in progress and not started.. those include the parent rows which throws my report off. Basically how do I have more completed tasks than total tasks

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Options

    @Raj Singh

    Not sure I follow.

    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)

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Raj Singh
    Options

    Andree,

    Thank you for trying to work with me on this.


    When counting the number of tasks is a project using item 1 below. I get a total of ie 300 tasks since these do not count parent rows

    When counting the status using item 2 below ie "completed", "in progress", "not started", i get 350

    1. "Is Task" which is a checkbox column that i use the formula =IF(COUNT(CHILDREN(Tasks@row)) = 0, 1, 0). This checks only the tasks and not the parent rows.
    2. "Status" in which I use the formula =IF([Actual % Complete]@row = 1, "Complete", IF([Actual % Complete]@row = 0, "Not Started", "In Progress"))


    How can i count the status without the parent rows?

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