How to "Roll up" hierarchical data in indented cells in a gantt chart

edited 06/23/22 in Formulas and Functions

Greeting, Smartsheet newby here so be gentle. I'm trying to build a "quoting tool" for our business based on a smartsheet gantt chart. Ideally I'd like to be able to enter the hours that will be worked by each of our departments and have Smartsheet calculate a proposed budget. This works pretty well with our existing workflow.

In the example shown below I have three "departments" (A, B and C) that have anticipated hours against specific tasks. I would like these hours to "roll up" into Phases - and the phases in turn to roll up into the total project. So below, under Phase 1, Department A has a total of 13 hours and under Phase 2, Department A has a total of 8 hours - yielding a total of 21 hours for the entire project.

I would need this functionality to be flexible and automatic no matter how many levels of phases, tasks and subphases are entered - so it would have to work even if I entered a few more levels of phases.

Is there a way to make this work?

Thanks and let me know if there is a better way to phrase this.


  • davef_dci

    Perhaps an update on this. I've learned how to Sum(children) which does what I want but it would be very laborious to add this manually anytime I add an indent. In the examples below Colum 10, cell 1 has a Sum(children) and is correctly calculating the sum of all the numbers below. However in task 5 I entered Hello and then promoted "test" below that. I'd like "Hello" in Column 10, cell 5 to automatically roll up all the tasks below it when I promote tasks below it. This works in Project for me - is there a way to do this in Smartsheet?


  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @davef_dci

    I hope you're well and safe!

    Unfortunately, it's not possible now, but it's an excellent idea!

    Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

    Here's a possible workaround or workarounds

    • You'd have to add a so-called helper column because you can't have a column formula and be able to add information in the same column manually.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic weekend!


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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