Lines of my Smartsheet are Archiving in error

Amanda Fernandes

Good day,

I am having an issue where some of my lines on the Smartsheet will automatically move to the Archive sheet without my checking the archive box.

We have our sheet set up so that if we check the Archive box it will then go over to our Archive sheet. But, it should not leave our active sheet unless this box is checked.

How can we correct this issue?

Is there a way to quickly see if anything in the archive section should not be there?

Thank you.

Amanda

Mike Wilday

Can you screenshot your Archive automation? We might be able to help you determine what is causing the issue.

Amanda Fernandes

Hi Mike, I'm sorry it took so long to get back to you. I was out of the office. I didn't know what all you would need to see. But, there are several people on this list for the 1 February orientation (which hasn't happened yet). They should not have moved over unless they had been checked on the archive column. None of these show checked on the archive. I am very new at this so I have no idea what may be going on. Any insight would be most appreciated:)

Thank you.

Mike Wilday

Is it possible someone accidentally checked it and then unchecked it? I was wanting to see the automation setup. In the menu, choose Automation / Manage Workflows / Click the arrow in the right corner of the archive automation and choose edit. Then take a screenshot of that screen. We might be able to help you figure out what went on.

Amanda Fernandes

Amanda Fernandes

Hi Mike, I'm not sure if it ever worked. I tried to upload a PDF, a Word Document and several times screenshots. Everything seems too large. I will continue to try to get the image to you.

Thank you for your patience with me.

Amanda Fernandes

Hi Mike, It seems this works best from my laptop. Here is the screenshot you asked for.

Mike Wilday

Hmmm. Could someone else have accidentally clicked the checkbox? The way this is set up is that when the item is clicked it will fire. If you have autosave set at some small increment then this could have been clicked and fired. Unless you have another workflow in there moving rows, this would be the only way it could have fired.

Amanda Fernandes

Thank you Mike,

This is happening as an ongoing issue from last week through this week to multiple users.

I will keep my eye on it.

Thank you.

Mike Wilday

Who gets to archive the rows? Have you considered locking the column so that only admins on the sheet can archive it?

Amanda Fernandes

Hi Mike, all of the users with work permission are able to archive.

I'll suggest that at our next team meeting if the problem persists.

Thank you.

Mike Wilday

You're welcome.

Mike Wilday

One more question. Is that checkbox a manual addition or is there a formula that automates it?

Amanda Fernandes

It is a manual checkbox.

There is no formula for it.

Mike Wilday

Okay cool. Definitely consider locking that column or figuring out who might be clicking loosely! :D

Amanda Fernandes

OK thank you Mike!