Smartsheet Data Shuttle how can you manage the large number of uploaded files

Lawrence Lagalle · 04/12/24

I have a Data Shuttle the receives a new version of a spreadsheet every 15 minutes. As you can imagine I now have thousands of versions being stored on the sheet.

I have two questions

1 Is the number of stored versions creating a resource issue on my sheet

2 How can I automatically archive or delete the number of versions

I really don't need to keep that many versions of the file that was uploaded

Andrée Starå · 04/27/24

https://community.smartsheet.com/discussion/120462/smartsheet-data-shuttle-how-can-you-manage-the-large-number-of-uploaded-files

Hi,

I hope you're well and safe!

No, the number of versions doesn't matter (not that I've noticed, and I have clients that have 20,000+ versions), and because the file is added to the sheet, you can't archive it.

Make sense?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Lawrence Lagalle · 04/27/24

You are right Andrée

I found out after much digging that the file and all its versions are stored on the cloud somewhere and the sheet just stores a link.

BullandKhmer · 04/27/24

Hi Ya,

Yes, this is creating a resource issue on your sheet. Smartsheets are limited to 20,000 rows, so you will get there in 6-7 months @ 1 row per 15 minutes.

You want to set up a matching archive sheet and the in your primary sheet build a move row automation. You'll need a helper column to decide which items need to be archived based on a formula.

Cheers.

Andrée Starå · 04/27/24

https://community.smartsheet.com/discussion/120462/smartsheet-data-shuttle-how-can-you-manage-the-large-number-of-uploaded-files

Hi,

I hope you're well and safe!

No, the number of versions doesn't matter (not that I've noticed, and I have clients that have 20,000+ versions), and because the file is added to the sheet, you can't archive it.

Make sense?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Lawrence Lagalle · 04/27/24

@BullandKhmer it is not one attachment per row, they are all attached to the sheet

Lawrence Lagalle · 04/27/24

You are right Andrée

I found out after much digging that the file and all its versions are stored on the cloud somewhere and the sheet just stores a link.

Andrée Starå · 04/28/24

https://community.smartsheet.com/discussion/comment/433411#Comment_433411

Excellent!

✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Smartsheet Data Shuttle how can you manage the large number of uploaded files

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