Sheet full Warning and Workflow Additions

JPUMBARGER · 08/29/23

We had an issue today that seems could have been avoided. All our project sheets have a cell for each row that can be checked by the user to remove the row if they do not want to use it. These rows are moved to our "Dump Sheet" via an automation workflow. sometime in the last couple of days, the Dump Sheet apparently filled up with no warning. This in turn deactivated the Automation workflows in all sheets that tried to run the Automation workflows. We will now have to go through many sheets to determine which automation we need to manually reactivate.

There needs to be a warning or stop action that lets users know a sheet is approaching the capacity limit.

Also, we need a way to setup a way in automation to delete rows by trigger or schedule date.

Andrée Starå · 08/30/23

https://community.smartsheet.com/discussion/109622/sheet-full-warning-and-workflow-additions

Hi,

I hope you're well and safe!

Excellent idea!

As a workaround, In my client solutions, I add one or multiple alerts when the count reaches a limit where they would need to make a backup, move, or delete rows.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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JPUMBARGER · 08/30/23

Sounds interesting. How do you do that?

Andrée Starå · 08/30/23

https://community.smartsheet.com/discussion/comment/393266#Comment_393266

Try something like this.

Add a so-called helper column or the formula somewhere that doesn't interfere with anything else.

=COUNT([Task Name]:[Task Name]) (update the column name to match your primary column or another that always would have a value)

Then, you add a Workflow or multiple that would trigger when a specific number has been reached.

Make sense?

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JPUMBARGER · 08/30/23

Will try that. However, we ran into not having too many rows, but too many cells, rows, columns, formulas etc. We were around 8500 rows and max is 22,000. I was told by SS support the capacity limits take into account cells, columns, rows, formulas etc.

Andrée Starå · 08/30/23

https://community.smartsheet.com/discussion/comment/393277#Comment_393277

Excellent!

You could add to the formula so it counts cells, columns, and rows.

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Sheet full Warning and Workflow Additions

Idea Submitted · Last Updated 08/29/23

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