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Publishing only filtered list to google calendar

Mohammad Khairuzzaman
Mohammad Khairuzzaman ✭✭✭✭✭✭
edited 12/09/19 in Archived 2017 Posts

I'm having an issues with "Publish to Googgle Calendar". Every time I've publish some task in google from SamrtSheet, SmartSheet publishes everything in my Google calendar instead of publishing the specific tasks assigned to me.

I've attached a detailed description of the issue I'm facing with screenshots.  

Does anyone know the reason for it or how to overcome it.

Thank You in advance. 

 

Step by Step instruction to recreate the issue is given below;

Step 1: Created a test project a assigned tasks

Created a test project and named it “TEST Project For Google Calendar”. This project has 3 major (Child) Tasks “INTEGRATION”, “TESTING” and “DOCUMENTATION”. Each of these sub tasks has (child) subtasks. See the screen shots below;

See attached

Screen Shot 1: Task List Grid View Before Filter by ‘Assigned To’

Screen Shot 2: Task List Calendar View Before Filter by ‘Assigned To’

Step 2: Filter by specific project contributor

I want to push/publish the tasks assigned to specific contributors, not all task to all contributors google calendar. I’d used the filter option to filter the tasks

assigned to specific employee. Both the grid view and calendar view showed only the tasks assigned to specific employee and hide the parent rows (not assigned

to any specific person). See the screenshot below;

Screen Shot 3: Task List Grid View After Filter by ‘Assigned To’

Screen Shot 4: Task List Calendar View After Filter by ‘Assigned To’

Step 3: Publish to Google calendar

I’ve used the “Publish to google Calendar” option to publish only the filtered calendar to push/publish in my google calendar.

Screen Shot 5 : Publish to Google Calendar

Result: Google Calendar View

For some unknown reason, Smartsheet pushed everything including the parent rows of each and every sub task/ Sub-subtasks in my google calendar. I was

expecting Smartsheet will only push the same calendar view it displayed before publishing (Screen shot 4).

Screen Shot 6: All tasks (not assigned to specific contributor) including Parent and Header are published to google calendar

 

06 All the task including Parents are updated in Google Calendar.png

01 Task List Grid View before filter.png

05 Publish to Google Calendar 1.png

04 Task List Calendar View After filter.png

02 Task List Calendar View before filter.png

03 Task List Grid View After filter by assigned to.png

Comments

  • Hello Mohammad,

    There isn't a way to only publish filtered events from the Calendar View of a sheet to a Google calendar; all events in your sheet will be published regardless of whether a filter is currently applied to the sheet or not.

    When you have a moment, fill out our Product Enhancement Request form (accessible in the Quick links section on the right of the Community site) to submit your idea for this feature and how it might work to our Product team.

     

  • Hello,  Have there been any updates on this topic?  

    We are trying to create a Smartsheet to route and approve PTO requests but only publish the "Approved' PTO Requests to the Google Calendar.

     

     

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 07/16/18

    Hi Gina and Mohammad,

    Update! It could probably be set up using Cross sheet formulas as well.

    You could use a service like Zapier to accomplish this. For example, you could copy specific rows to another sheet, and that sheet will show Approved PTO requests.

    Would that work for you?

    I hope this helps you!

    Best,

    Andrée Starå - Workflow Consultant @ Get Done

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭

    I am in final testing for a solution that does not require Zapier or the API (or other third party tools).

    Contact Richard Rymill at the end of this week if you'd like us to set it up for you ([email protected])

    Craig

     

  • Kerry Nicollet
    Kerry Nicollet ✭✭✭✭✭✭

    We use a formula to push only those dates approved to the calendar. You do need to create two additional columns to house the approved dates, but you can hide them as they are only needed to feed the data to the calendar. 

    =IF([Manager's Approval]1 = "Approved", [Start Date]1, "")

    =IF([Manager's Approval]1 = "Approved", [End Date]1, "")

     

    Capture.PNG

  • Hi, any update on this? Would be immensely useful. 

  • Hi Kerry,

    I have created 2 extra columns copying only those dates I want to push to calendar view. Can you add more detail. Where do I put the formula?

     

    Thanks

     

    Emma

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi Emma,

    You would add the formula to the "Calendar Starting Date" and the "Calendar Ending Date" columns and then you would also need to change the calendar settings to show those date ranges.

    Did you get it working?

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Any updates?

This discussion has been closed.