Project intake from non owned non admin shared sheet

Jon L

I am new to the smartsheet program, and learning quickly, but I have a new problem I am trying to work through.

I have shared access to a vendor smartsheet that does one piece of my customers work. This shared is a tracker that has multiple sheets funneled into one sheet.

I am wanting to import key information from their page, have it populate as rows are added, subtracted, etc so I do not have to re create the wheel every time a new project is added, or the status of their project is changed. Then I will add my key information, such as project managers, stakeholders, etc that is relevant on my end.

Problem is, I do not have admin rights or ownership rights to their page, and cannot get it. What are my other options to be able to import that data as it happens?

I created a report and it shows the data and changes, but I cannot pull data from the report and utilize it.

thank you in advance.

Genevieve P.

Hi @Jon L

A Report is exactly what I would have suggested, as it will reflect in real time as rows are removed, added, or updated.

Personally, I would request that the owner of the sheet add the extra columns you need (such as a project manager column). The owner can hide these additional columns in the main sheet, then you can surface those same columns in the Report and edit them directly from there.

The alternative would be to set up cell links (or formulas) from one of your sheets looking into the main source sheet to bring back relevant data. The difference here is that as rows are deleted the cell links will break, instead of removing that row from your sheet. See: Cell Links: Consolidate or Maintain Consistency of Data

Cheers,

Genevieve

Jon L

Thank you for the response.

How can I pull the data from a report and use it in another sheet? Is that possible?

The owner most likely will not give me main access to the sheet, or add any rows for me.

What other options do I have?

Genevieve P.

Hi @Jon L

Reports are essentially a window to the underlying sheet. That means that no, you can't pull data from a report to use in another sheet, you would need to pull data from the underlying sheet instead.

If the owner of the sheet isn't willing to add in hidden columns for you to add data into, then you can use Cell Links or Formulas in a second sheet to copy over this data in real-time.

Here's an article that goes through some common cross-sheet formulas you may be able to leverage: Formula combinations for cross sheet references

Here's a free webinar that goes through setting up cell-links: Connect Live Data Across Sheets

Cheers,

Genevieve