Moving completed rows onto an archive sheet automatically?

When a user checks the box "Completed", that row will go away or get moved onto an archive sheet. Is this possible?

Or would I need to manually drag rows (or copy/paste) onto the new sheet?

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Answers

  • Jeff Reisman
    Jeff Reisman ✭✭✭✭✭✭
    Answer ✓

    @SmartsheetRookie

    Sure. You can create an automation for this.

    Trigger: When a row is changed, when Completed changes to Checked

    Action: Move a row (select the sheet to move it to.)

    Regards,

    Jeff Reisman

    Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages

    If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!

  • Mike TV
    Mike TV ✭✭✭✭✭✭

    @SmartsheetRookie

    You can set up an automation such as:

    You can only move the row to another sheet. Automations cannot delete entire rows.

  • Salèha El D.
    Salèha El D. ✭✭✭✭✭

    @SmartsheetRookie I am curious to see if this has worked out for you?

    I was going to ask the same question, until I spotted yours.

    @Jeff Reisman & @Mike TV .. all noted and will test this on Monday - I have a lot a Data to migrate towards an Archive Sheet, and if I can automate this based on several conditions, this would be amazing!

    Salèha El D.

    Talks about #Smartsheet #productivity, #eventindustry, and #informationtechnology

    ➖Continuous improvement – for me, an ongoing desire to enhance processes, and increase productivity ➖

  • Jeff Reisman
    Jeff Reisman ✭✭✭✭✭✭

    Yes, you can specify multiple conditions to indicate that a row can be moved. I will generally use a single trigger followed by a condition block with the other criteria; alternatively, I run an archive workflow on a schedule to move all the rows that match the conditions.

    I have a series of cascading archive sheets I use to archive our training class sign-in records. It's done by class date, so rows older than 30 days move into a 31-60 day archive, then 61-120, 121-180, 181-240, 241-300, and 301-365. When rows in the final archive sheet reach 366 days old, a formula checks a 'Ready to Delete' check box. I have an automated job from another application that uses the Smartsheet API to collect the row ids for rows that are marked Ready to Delete, and then deletes them from the sheet.

    Regards,

    Jeff Reisman

    Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages

    If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!

  • Salèha El D.
    Salèha El D. ✭✭✭✭✭

    It has worked out well for me, this has solved my storage/capacity conundrum.

    Thanks for the tips re-cascading archive sheets - very insightful!

    Salèha El D.

    Talks about #Smartsheet #productivity, #eventindustry, and #informationtechnology

    ➖Continuous improvement – for me, an ongoing desire to enhance processes, and increase productivity ➖