A list of attachments with uploading dates

08/05/21
Answered - Pending Review

Hi

Question, I got all clients document in our a smartsheet gird (called as MDR) and uploaded all the PDFs attachmented into each row. I used the Document No as the Primary Column.

As you know, all the documents get many revisions and provided to us in different dates. I used to upload them as new revision in the attchment area. So, at the end, guys can only see the latest revision of each attachment.

For sure, I can see the full historical chain by clicking on each attachment. However, it's impossible to let me do that one by one to a grid with hundreds of documents at the end of a project. So, I'm wondering whether I could get a report from this grid to show me a list of the attachments with recived dates (or the uploading dates) as appropriate. or, alternative, what's the best practice to handle this kind of Document Management situation.

Thanks.


Regards

KJ

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Answers

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    edited 08/05/21

    Hi @kj61152

    I hope you're well and safe!

    What would you like to see more specifically in the report? Only the dates there were new versions?

    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 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.

  • kj61152kj61152 ✭✭✭✭
    edited 08/05/21

    Hi @Andrée Starå

    Actually, what I'm after could be just 3 columns

    1. Column 1, the document number which the attachment belong to
    2. Column 2, the file name of the attachment
    3. The dates associated with the file name in column 2

    As we normally put the revision no as part of the file name, I won't need that. And as I mentioned in my question, I would need a "full" list of all the attachments in one sheet

    Thanks

    KJ

  • Hi @kj61152

    There currently isn't a way to automatically reflect the number of attachments on one row, or the attachment names, as a cell value in the sheet. You will need to open up the Attachment tab in order to see historical information on attachments (versions, names, and dates). Please let the Product team know of your feedback and request by filling in this form, here!

    Thanks,

    Genevieve

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @kj61152

    Happy to help!

    As a possible workaround, you could maybe add a Copy row workflow to another so-called helper sheet.

    Would that work/help?

    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.

  • kj61152kj61152 ✭✭✭✭

    @Andrée Starå

    Thanks for the advice.

    This is a good idea. Actually, it may work the other way round. i.e., I will register all the incoming documents in one sheet and with a special column in which higlighted which one is the latest revision. Then, I will make a report from this sheet and only fitler out all the latest revision. And this report will be the MDR (master document register) to be used by the team. If anyone looks for the full chain of document, they can go into the sheet to dig it out.

    I will have a try

    Thanks

    Regards

    KJ

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @kj611

    Excellent!

    That sounds like a great solution as well.

    You're more than welcome!

    Remember! 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.

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