Check out/check in - Validating an inventory.

Hello colonel00,

Thanks for your post! If you had two different sheets that you planned to compare, it would be pretty difficult to find the discrepancies. You could theoretically create a report to look at both sheets and sort the report by location # or employee name so that the employee intake sheet and the corresponding check-in sheet rows are displayed next to each other in the report, but there wouldn't be any conditional formatting to make discrepancies easily identifiable.

My idea below would ask the "check in" team to use the intake sheet as their reference when moving everything to the new location, but it would utilize Alerts and Actions so that each employee verifies whether or not everything was moved correctly.

First, your employees would fill out a form with their email address in a contact field, where they're moving from, where they're moving to, and a checkbox or dropdown field for each item that should be moved. The form can also have a hidden Date field which automatically populates every row with the date the move should be complete and the employees move to their new location. Once this intake sheet is filled out, you'll have a full list of everything that needs to be moved, which you can sort by location number or employee name.

You can then insert a checkbox column (not included in the form) for "Move Complete." With this, you can create a filter or report to display rows that haven't been moved yet. This filtered view can be used as a reference for the move team. When a mover finishes moving things to a new location, they'd check the checkbox for "Move Complete." You could also have a second checkbox for "Move Complete with Discrepancies" and ask them to enter a comment with the discrepancy information, if necessary.

You can then create an Approval Request driven by the hidden Date field or by the "Move Complete" checkbox so every employee gets an email when the move is complete to confirm that everything is correct. For the approval request, you can create custom buttons such as, "Everything is correct" and "Something is incorrect." You could have a custom message that says, "We've moved everything to your new location. On arrival, please confirm that everything was moved correctly. If there's anything incorrect, enter a comment to note the discrepancy and submit it as "Something is incorrect."

From there, you can use Conditional Formatting or build a Report of rows where "Something is incorrect" or "Move Complete with Discrepancies" is checked so that you have a live list of people that need corrections.

Resources for all of the features mentioned above can be found here:

• Collect Information with Web Forms https://help.smartsheet.com/articles/522221-collect-information-form
• Alerts and Actions: Approval Requests https://help.smartsheet.com/articles/2476191-automate-your-work-alerts-actions
• Report on Data from Multiple Sheets https://help.smartsheet.com/articles/522214-creating-reports
• Conditional Formatting https://help.smartsheet.com/articles/516359-conditional-formatting

I hope this helps!

Kind regards,

Isaac J

Smartsheet Support