One DView that shows rows based on a team

I am looking for a way to reduce the number of views to build for a sheet that filters by team:

Currently I have Team A, Team B, Team C etc.

I build a view for each of the teams and set the "Restrict view by sheet filter" to the respective team filter

We have a lot of teams and therefore a lot of DV's to build and maintain.

I was hoping someone knew of a better way to set it up, similar to setting the DV up to "restrict view by current user" but instead of a single user it would allow the members of the team to see that view.

Has anyone worked on a similar use case and come up with an idea?

Someone told me to set the Team Column up as a contact column, but I don't know how smartsheet or DV would know which users belongs to which team.

thanks for any ideas or help you may have.

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Accepted answers

Samuel Mueller

Soooo I'm not 100% if this will work but I think so.

Create a helper sheet that has two columns. On the left you have the team name, on the right you have a multi select contact column where you keep your team members.

In the source sheet you are filtering off of, create a cross sheet reference to the helper sheet selecting both columns. Then create a vlookup formula. That will pull whatever team you have selected to bring over a group of contacts, and then use that column as your current user column for the view.

Team roster below is where you set up the teams..

Dynamic view sheet is where you create the cross sheet reference to the team roster sheet and do your vlookup formula. Then on the dynamic view you create, you will do a restrict view on user on the Team Lookup column in the dynamic view sheet.

Does that all make sense? You will have to maintain the team roster, but it will flow to your main sheet based on the team you have selected in each row - which in turn will flow into the one dynamic view.

All comments

Samuel Mueller

Soooo I'm not 100% if this will work but I think so.

Create a helper sheet that has two columns. On the left you have the team name, on the right you have a multi select contact column where you keep your team members.

Team roster below is where you set up the teams..

Alexandra Schoenfeldt

Hi @Samuel Mueller I did this and it works beautifully with my dynamic view sheet when the Team Column is single select. If the Team Column is multiselect the vlookup formula gives an error and I have not found a way to concatenate team members from multiple teams in the dynamic view sheet.

And another limitation I found is that a multi contact column has an upper limit of 20 contacts in a cell.

In conclusion: when designing the dynamic view sheet with this scenario, plan to use only single select team and the team should not be larger than 20 members. If you can stay within those guidelines this is a great solution.

Thank You

Alex

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