Need suggestions on this scenario

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I'm thinking of switching our very manual email + Excel/Google Docs, etc. into Smartsheet. I'm aware of the cell/row/reference limitations per sheet, so I'm thinking of dividing the work in different sheets as follows. Below is the process workflow I'm thinking of, but I did have some questions if it's even possible (in italics)? And if so, how?

  • The Intake form sends ALL fields to "Intake" sheet
  • An approval notification gets sent to my team email
  • If notification approved, move row (only the first few columns) to the "Tracker" sheet and move the remaining columns to a second "Deliverables" sheet. (Is this possible?? to move select columns to 2 separate sheets and link them both with the Project ID?)
  • If notification rejected, delete row from "Intake" sheet.
  • In the "Tracker" sheet, when the "Invoiced" column is changed to Yes:
  • --- Move the row to an "Archive" sheet.
  • --- Delete the row from the "Deliverables" sheet (or move it to a "Deliverables Archive" sheet, we're still deciding if we need to archive these or not).

Also, another question - are the Reports and Dashboards features able to consolidate all the rows from both the "Tracker" and "Archive" sheets into single reporting? Currently in our Google Sheets, every project request since the beginning are in the same sheet, so it's easy for us to do reporting since it's all in one sheet. But if we're using multiple sheets in Smartsheet with the same columns, I'm hoping this won't effect the reporting?

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @JPJPJP

    I hope you're well and safe!

    Please see my comments/answers below.

    • If notification approved, move row (only the first few columns) to the "Tracker" sheet and move the remaining columns to a second "Deliverables" sheet. (Is this possible?? to move select columns to 2 separate sheets and link them both with the Project ID?)

    [Andrée Starå] Yes, please see my workaround below.

    You could use cross-sheet formulas combined with either a VLOOKUP or INDEX/MATCH structure to connect the sheets, and when you update the source sheet, it will reflect on the destination sheet.

    Another option would be to use so-called helper sheets. In short, copy the row to a helper sheet and then use my method described previously to get the values you need to another helper sheet and then copy/move the row from that sheet to the main destination sheet.

    • If notification rejected, delete row from "Intake" sheet.

    [Andrée Starå] You could move them to a so-called helper sheet as deletion holding place and then go in and manually delete the rows.

    • In the "Tracker" sheet, when the "Invoiced" column is changed to Yes:
    • --- Move the row to an "Archive" sheet.

    [Andrée Starå] You could move them to a so-called helper sheet as an Archive.

    • --- Delete the row from the "Deliverables" sheet (or move it to a "Deliverables Archive" sheet, we're still deciding if we need to archive these or not).

    [Andrée Starå] Similar process as mentioned earlier.

    Also, another question - are the Reports and Dashboards features able to consolidate all the rows from both the "Tracker" and "Archive" sheets into single reporting? Currently in our Google Sheets, every project request since the beginning are in the same sheet, so it's easy for us to do reporting since it's all in one sheet. But if we're using multiple sheets in Smartsheet with the same columns, I'm hoping this won't effect the reporting?

    [Andrée Starå] Yes, it should work as long as the column names/types match.


    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic day!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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