summing up data for multiple people with text data?? and no Sheet Summary function

Sharayah Farrell · 07/26/21

Hello,

I'm hoping someone will be able to help me, I'm a Government user so I don't have access to all the functions that a regular user of Smartsheets would have, like Sheet Summary. So i may not be able to do what I am wanting to do, or i just can't think of how to do it.

My team has a simple task tracker where we track some daily tasks that we get and our Director has asked us to start categorizing our tasks into different topic areas, and then further categorize them into two different tier groups. I have added two drop down columns where we can choose the topic area and then another one where we can choose the tier group, I've also been able to generate reports to separate the values by topic area, people, etc..

Where i'm having trouble is there doesn't seem to be an easy way to get quick totals from reports, and my Director really just wants quick numbers that would show how many customer requests a person gets so for example he would want to know "Matt got 10 User Management requests in Tier 1 and 5 in Tier 2 in July"

I could easily look at the data and send a report to him but he wants a quick easy way and i'm just not very savy on how to do it without having actual numeric data

I have added pictures of the two columns that i have for the drop downs and a snippet of my sheet.

Bassam Khalil · 07/27/21

Hi @Sharayah Farrell

Hope you are fine, the easiest way to do that as you already created a report that group the data as per your category and tier groups is to use the summary tab and Filter tab in your report and define what you need it to do for each column you select ( Sum, Count, AVG ...ATC)

sample screenshot show that

Sharayah Farrell · 07/27/21

Hello @Bassam Khalil Thank you for your comment, I don't think with the government license we get that function. The Government user account gives very limited functions it seems. :(

Genevieve P. · 07/27/21

Hi @Sharayah Farrell

You're correct, Grouping and Summary for the GOV instance of Smartsheet hasn't been released yet (here's an article that goes through the differences between GOV and commercial).

You'll have to calculate these numbers the "old fashioned way" by creating a helper Metric sheet and writing cross-sheet formulas.

Your Metric sheet would need to have each of your users listed in one column and then any other criteria you want to count in a column next to it. Then you can do a COUNTIFS formula to COUNT how many times these criteria show up in their respective columns in the main source sheet.

For example:

=COUNTIFS({Employee Column}, Employee@row, {Tier Support}, [Tier Support]@row)

Screen Shot 2021-07-27 at 5.03.04 PM.png

Here are some resources that you may find helpful:

Cheers,

Genevieve

summing up data for multiple people with text data?? and no Sheet Summary function

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