Hi, we currently use Smartsheet to house our policy and procedure frameworks.  One of my colleagues have suggested considering a more capable CMS that can automatically archive old documents. Currently each policy or procedure are  attached to an individual Smartsheet row. When the document is superseded we either leave it in the same row as an older version or would have to manually move it to another space/sheet.  Is there a better, more automated way for us to manage old documents recorded on Smartsheet?

Thanks very much for any insights, Mariē




Hi Mariē,

Yes, there is!

You could use a third-party integration like Zapier to automate moving the rows to an Archive Sheet.

You're probably aware, but I thought I'd mention it to be on the safe side. Smartsheeet has a built-in version feature so if you add a new version you can keep all old ones as well.

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

Hope that helps!

Have a fantastic day!


Andrée Starå

Workflow Consultant @ Get Done Consulting

Hi Marie,

I'm interested in seeing an example of how your company uses SmartSheet to house policies and procedures. Would you be willing to share an example of how you have it laid out?