Returning the most recent value that matches multiple criteria (cross-sheet lookup)


Hi All,

I am trying to create a preventative maintenance schedule for our fleet vehicles and heavy equipment machines based on the vehicle/machine, the most recent odometer readings or machine hours, and the type of service needed (PM Service 2, PM Service 3, Oil Change, etc.).

For my source sheet, I'm using a repair and maintenance sheet that covers all repairs and maintenance performed on all machines.

My desire is to only return the most recent odometer readings/machine hours of these services.

I tried VLOOKUP but can only search for one value and return 1 value.

How do I get (Can I get) SmartSheet to return a cross-sheet value that meets 2 or more criteria and can this work if there are multiple matches which differ only by when the entry was made?

Source Sheet:


Best Answer


  • Paul H
    Paul H ✭✭✭✭✭✭

    I will take a try at the first part of the problem.

    In your Equipment Repairs Log Sheet add a new checkbox column and use this as its column formula.

    =IF([Submission Date]@row = MAX(COLLECT([Submission Date]:[Submission Date], Machine:Machine, Machine@row)),1)

    This should checkmark the most recent submission for each machine.

  • Robert Bennett
    Answer ✓

    Hey Paul,

    Your formula got me a step closer.


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