Moving completed rows onto an archive sheet automatically?

SmartsheetRookie

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?

Jeff Reisman

@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.)

Jeff Reisman

@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.)

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.

@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!

Jeff Reisman

https://community.smartsheet.com/discussion/comment/401076#Comment_401076

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.

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!

MPath

https://community.smartsheet.com/discussion/comment/411212#Comment_411212

Hi Saléha,

Ciruous, what do you mean with storage/capacity conundrum?

You mean actual storage-size in smartsheet?