DataTable best practices/searching capabilities?

ccosta

Hi - We're working with large data sets that have to be hosted in Data Table, like vendor databases.

In order to actually use the datatable in many functions I need to be able to allow for searching the database. Has anyone used datatable in this way? I.e. search for a vendor name and it comes back with vendor names that fit the search and related account numbers/addresses in the datatable? Ideally, something I could put on a dashboard?

Or other best practices and uses within datatable would be helpful. Seems like the documentation around this app is lacking at this point.

Thanks for any input you can provide!

Julio S.

Hi @ccosta ,

DataTable is a raw data bank which cannot be formatted or actioned on its own. To manipulate the data within or selectively extract just the desired values, you'll need to create a sheet that connects with DataTable and extract just the desired information by either applying filters ("add and update mode" or by searching for unique values "lookup mode'). This article contains all the specific information about how to create sheets that connect with DataTable and how to keep data synced.

Once a sheet has been created that extracts just the information that you are interested in, you can then use it as the source to Dashboard Widgets like the Web Content one for example.

I hope that this can be of help, if it's not, please include some captures of your current DataTable and any sheet that you have created to connect with it. Make sure to hide out any sensitive information in there that you wouldn't like to share.

Cheers!

Julio

LisaDeister

Is there a way to dynamically filter data from DataTable? I would like to provide a Customer Number and be able to see ALL the rows on DataTable that match that number.

Julio S.

Hi @LisaDeister,

If you'd like to search within the raw data in DataTable, you have the option to filter out by specific values as shown below:

If you'd like to work with filtered data based on that Customer Number, it may be best to create a sheet connected to DataTable that uses that particular filter (see "Step 2: Filter your data" from https://help.smartsheet.com/learning-track/integrations-and-add-ons/datatable for more information about this). See also "Connection Modes" from that article to help you decide the type of Connection that would best fit your needs.

I hope that this can be of help.

Cheers!

Julio

LisaDeister

Thank you Julie - is there a way to get "many" rows to return. I have a unique identifier "Ship To" which many have the same "Bill To", I'd like to get all the Ship To numbers for a single Bill To...

Julio S.

Hi @LisaDeister,

If you are using the filtered search, you may add multiple conditions to filter data by based on multiple fields and even use operators (all conditions/at least one) to make your search more or less restrictive.

If you decide to create a connected sheet, the "lookup mode" will allow you to return all fields with a particular lookup value, in this case "Ship to", and then you can map as many fields as needed to show more information about each record (e.g "Bill To").

Alternatively, if you use the "Add and Update mode" you'll also have an option to use filters based on fields (in a similar fashion as in the search mode).

I hope that this can help clarifying, but feel free to review the article I shared above from our Help Center for more in depth information about each of the functions.

Cheers!

Julio