Dynamic View filtered by "Created By" returns "Record no longer in view" on create

I am working on a project to allow users to log time using Smartsheet. I wanted to create a simple process for an end user, but I don't want end users to see each other's time entries. I also don't want them to have to specify their name for every record they create to save unnecessary clicks.

To facilitate this process, I created a sheet and added a Dynamic View to it that "Restricts View by the Current User" using the auto populated "Created By" column. I am not restricting view with a sheet filter. However, every time I add a row, I get an error saying "Record no longer in view" even though the record appears in the list. I can edit the row without issue.

I think I've found a race condition with using the auto populated Created By field to filter a dynamic view. Is there a way to avoid this error without asking a user to specify their own name with a contact field?

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Accepted answers

jmyzk_cloudsmart_jp

Hi @MattL

I was able to recreate the problem and confirm the error.

Filtering by "Created By" is a Reasonable Approach

Using the "Created By" column to filter Dynamic View is logical. However, it is problematic that an error is displayed despite no actual issue with functionality. I recommend submitting a feature or improvement request to Smartsheet to address this concern.

Temporary Workaround
As a workaround, consider turning off the option to add new items directly in Dynamic View. Instead, new items can be added through a form. In this case, errors will not appear on the form, and users can return to the Dynamic View to see and edit the newly added items they created.
Ensure "Created By" Works via Form
Configure the form to require users to log in to Smartsheet when submitting. This will ensure the "Created By" field is correctly populated when adding new items.
Display the Form URL in the Sheet
You can add the form's URL as a field in the sheet and configure Dynamic View to display this field. Users can then click the URL to access the form and add new items.
Distributing the Form URL
You must distribute the form URL to users separately. Dynamic View will not display any items at the initial stage due to the current filter settings when a user has not entered any data. Thus, the form URL cannot be displayed.
Embedding URL in Description as a Last Resort
I tried embedding the URL in the Dynamic View's Description field as a workaround. However, the URL is not clickable, and expecting users to click on the "!" icon to find this description is less than ideal.

https://app.smartsheet.com/b/form/6b9ff4c5a03d4882827068d309380e47 (Form URL)

The workaround is not a perfect solution. The error message displayed in Dynamic View when filtering by "Created By" should ideally be addressed by Smartsheet directly. I recommend submitting an enhancement request to Smartsheet to improve this functionality.

MattL

Hi @jmyzk_cloudsmart_jp

Thank you so much for your feedback! I am going to try the form approach you suggested and see if that gives a better user experience while I submit an enhancement request to Smartsheet. I appreciate your assistance!

All comments

jmyzk_cloudsmart_jp

Hi @MattL

I was able to recreate the problem and confirm the error.

Filtering by "Created By" is a Reasonable Approach

Temporary Workaround
As a workaround, consider turning off the option to add new items directly in Dynamic View. Instead, new items can be added through a form. In this case, errors will not appear on the form, and users can return to the Dynamic View to see and edit the newly added items they created.
Ensure "Created By" Works via Form
Configure the form to require users to log in to Smartsheet when submitting. This will ensure the "Created By" field is correctly populated when adding new items.
Display the Form URL in the Sheet
You can add the form's URL as a field in the sheet and configure Dynamic View to display this field. Users can then click the URL to access the form and add new items.
Distributing the Form URL
You must distribute the form URL to users separately. Dynamic View will not display any items at the initial stage due to the current filter settings when a user has not entered any data. Thus, the form URL cannot be displayed.
Embedding URL in Description as a Last Resort
I tried embedding the URL in the Dynamic View's Description field as a workaround. However, the URL is not clickable, and expecting users to click on the "!" icon to find this description is less than ideal.

https://app.smartsheet.com/b/form/6b9ff4c5a03d4882827068d309380e47 (Form URL)

MattL

Hi @jmyzk_cloudsmart_jp

jmyzk_cloudsmart_jp

Happy to help!😁

tcraig87446

I just came across the exact same issue "Dynamic View filtered by "Created By" returns "Record no longer in view" on create" and wanted to share my workaround. I setup a Dynamic View that uses a report as the source instead of pointing to the sheet directly, and then set the "Created By" filter within the report. It's working well so far...

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