Report/Sheet Syncing

Melissa Larkin

Hi! I have multiple project plan sheets that have a "Health Status" column (equation below) and used Reports to pull information from those Sheets into one place. It's set-up as a column formula in the sheets.

A team member notified me that the health status of items in the Report didn't make sense. For example, the health status for an item in the Report that was past due was yellow instead of red. When I clicked on the link within the Sheet Name column in the Report to investigate, the Sheet color was red (not yellow) and the cell history says that I changed it to yellow on 5/10/22 and then to red on 5/13/22. When I clicked on the link within the Sheet Name column in the Report for other health status items that were not making sense, the same thing happened. Now it appears that the Report is accurate (see image).

What could have caused this? The person using the Report wants to ensure the health status data is reliable. I don't believe the issue is the equation and I'm not sure what to tell this person regarding why the health status column data was off. The only thing I could think of is that no one has opened the sheet since May 10.

Equation: =IFERROR((IF(OR(Start@row = "", [% Complete]@row = "N/A"), "Gray", IF(OR([% Complete]@row = 1, Finish@row > TODAY(+[Task Duration Health Workdays]#)), "Green", IF(OR(Finish@row < TODAY(), AND([% Complete]@row <= 0.25, NETWORKDAY(TODAY(), Finish@row) <= (0.5 * Duration@row))), "Red", IF(OR(NETWORKDAYS(TODAY(), Finish@row) < [Task Duration Health Workdays]#, AND([% Complete]@row <= 0.5, NETWORKDAY(TODAY(), Finish@row) <= (0.5 * Duration@row))), "Yellow", "Green"))))), "")

Gray: Start date is blank OR % complete is N/A; Yellow: Less than 50% is completed at or past the halfway point OR the finish date is less than 5 days in the future; Red: Less than 25% is completed at or past the halfway point OR the finish date is before today; Green: 100% is completed OR the finish date is greater than 5 days in the future OR if none of the criteria above is met

Andrée Starå

Hi @Melissa Larkin

I hope you're well and safe!

This might help ensure that the sheets are updated (they need to be activated to update the values).

Please have a look at my post below with a method I developed to update the sheet(s) daily.

More info: 

https://community.smartsheet.com/discussion/74527/daily-update-solution-without-the-need-to-open-the-sheet-use-zapier-or-similar

Did that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Melissa Larkin

Wonderful! Thank you so much @Andrée Starå .

Andrée Starå

@Melissa Larkin

Happy to help!

✅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!