Automate smartsheet data

Suser1 · 02/12/23

Hi all, my first post on here

We use smartsheet in our business for data and daily workflow. We manage dozens of employees who are getting assigned to do offline tasks, (they are not using smart sheet), usually with a client. We use smartsheet to collaborate between the managers, and we have the data in the sheets, but I would really like to have an automated tool, a computerized system to keep track of who is getting assigned to which client at what time and for what task, and also to track whether each client is getting all of the services they need, in order to prevent overlap, see who is available and generally make the workflow more efficient.

We have the business plan. I would like to know if that's something that could be achieved through available smartsheet tools. Thanks in advance

Andrée Starå · 02/12/23

Hi @Suser1

I hope you're well and safe!

Welcome to the Community and the wonderful world of Smartsheet!

Yes, Smartsheet can absolutely be set up to work as described, and there are multiple ways to do it.

Have you explored the Solution Center? There are templates that can be excellent starting points.

https://www.smartsheet.com/marketplace

Did that work/help?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Suser1 · 02/12/23

https://community.smartsheet.com/discussion/comment/361859#Comment_361859

Thanks so much for your reply.

I'm looking for a solution that the system should return an error when, for example, a worker gets assigned to a client for a time slot that is already serviced by another worker, or when the same worker gets assigned to different clients at the same time. As a newcomer, could you please direct me to the template best suited for that task? Thanks in advance

Ipshita · 02/13/23

@Suser1 - Here is what I can suggest -

Try using any project schedule templates from the solution center and then use the column - Owner or Assigned to to enter the names/contact list for your workers/employees who get assigned to clients (in this case, that's your project) so where Name1 gets assigned to Client1 (which could be under another column that reads Projects) -

Here is an example template for you where, the last two columns are for your (workers) and (client) respectively.

https://app.smartsheet.com/sheets/f7M45g5FfJHvMJjgxg4GM4mgGXX6ppH9G44r7Hp1?view=grid

Hope this helps.

Cheers!

Suser1 · 02/14/23

https://community.smartsheet.com/discussion/comment/362055#Comment_362055

Thanks so much for your reply!

I can't access the template you linked to, but if I understand you correctly you are suggesting to make it as if the offline workers are indeed getting assigned to smartsheet 'projects' - like a place holder for the real world work that they do. Is that so?

I'm just wondering if they wouldn't all need to have their own (paid?) smartsheet account in our system for that to work?

Also, There is actually a third dimension here which is time, as the same client ('project') can get assigned to different workers on separate time slots, and the same worker can work on a couple of 'projects' in different times, so I'm not sure how to integrate the time variable in this solution.

Please let me know your thoughts. Thanks in advance