Populate a sheet based on checkbox from separate sheet

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I have a sheet that keeps track of required development for a project (we will call it Testing). I want to create a checkbox on that sheet called "Documentation Required". If Documentation Required is checked I want to take several rows from the Testing Smartsheet and populate those rows into a new/separate sheet, we will call that one Request. Is this possible?

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  • BullandKhmer
    BullandKhmer ✭✭✭✭✭
    Answer ✓
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    Yeah you can do this. probably easiest way is to use a copy row automation, so when the box is checked the row is copied to another sheet. In the new sheet, reformat. Hide any unwanted columns add any additional columns that you want in the new sheet.


    1. Set up check box
    2. Copy sheet and in the new sheet reformat, hid unwanted columns remove unwanted formula, add new columns if wanted etc... note you cant delete a column that is in the source sheet, you can but it will just come back next time the automation runs.
    3. In Automations select When the sheet changes and box x is ticked copy row, selecting the new sheet.


    That'll do.

  • RossNovotny
    RossNovotny ✭✭
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    @JTodd if you are trying to copy only certain information and not every column, you will want to use Zapier to do this. If you use the native Smartsheet functionality it will copy all of the columns from the initial sheet over to the recipient sheet. You can hide columns on the receiving sheet, but it makes the sheet "bloated".

Answers

  • BullandKhmer
    BullandKhmer ✭✭✭✭✭
    Answer ✓
    Options

    Yeah you can do this. probably easiest way is to use a copy row automation, so when the box is checked the row is copied to another sheet. In the new sheet, reformat. Hide any unwanted columns add any additional columns that you want in the new sheet.


    1. Set up check box
    2. Copy sheet and in the new sheet reformat, hid unwanted columns remove unwanted formula, add new columns if wanted etc... note you cant delete a column that is in the source sheet, you can but it will just come back next time the automation runs.
    3. In Automations select When the sheet changes and box x is ticked copy row, selecting the new sheet.


    That'll do.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @JTodd

    I hope you're well and safe!

    Unfortunately, natively, it's not possible, 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

    Would it always be the same rows that you'd like to include in the new sheet?

    • Smartsheet API
    • 3rd-party service like Zapier or similar

    Would any of those options work/help?

    I hope that helps!

    Have a fantastic week & Happy New Year!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • RossNovotny
    RossNovotny ✭✭
    Answer ✓
    Options

    @JTodd if you are trying to copy only certain information and not every column, you will want to use Zapier to do this. If you use the native Smartsheet functionality it will copy all of the columns from the initial sheet over to the recipient sheet. You can hide columns on the receiving sheet, but it makes the sheet "bloated".

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