Adding a group in contacts column

User251 · 08/07/24

Hi, I have created several groups and would like to add a group instead of a list of contacts in a contacts column. Is it possible to do that in Smartsheet?

Paul McGuinness · 08/15/24

Hi @User251

Unfortunately no, but I got round this by creating a master sheet that holds all my groups as a pre populated list of contacts in a cell. I then pull these group of contacts in a cell into any sheet I want using a simple index match formula.

It gives me additional flexibility as I can manage the groups of contacts across a single sheet, I can then use formulas based on criteria to pull different contact groups to that row and manage who receives notifications or access via dynamic view.

Just means when you update a group, you also need to update the respective group cell on the master sheet.

i.e. I use this with webform submissions that can allow me to send notifications to people based on the location submitting the webform or by category selected within the webform or both if you need.

Hope that helps

Thanks

Paul McGuinness

User251 · 08/13/24

Any suggestions?

https://community.smartsheet.com/discussion/129068/adding-a-group-in-contacts-column

?

Paul McGuinness · 08/15/24

Hi @User251

Unfortunately no, but I got round this by creating a master sheet that holds all my groups as a pre populated list of contacts in a cell. I then pull these group of contacts in a cell into any sheet I want using a simple index match formula.

It gives me additional flexibility as I can manage the groups of contacts across a single sheet, I can then use formulas based on criteria to pull different contact groups to that row and manage who receives notifications or access via dynamic view.

Just means when you update a group, you also need to update the respective group cell on the master sheet.

i.e. I use this with webform submissions that can allow me to send notifications to people based on the location submitting the webform or by category selected within the webform or both if you need.

Hope that helps

Thanks

Paul McGuinness

Tiffany Castro · 11/25/24

@Paul McGuinness Hey! What a cool idea, do you have a screenshot you can share of this groups master sheet? I am trying to visualize what you mean as well as create my own.

BenY · 02/19/25

@Paul McGuinness Would be super helpful to have a few more details (i.e. proper formatting of the contacts in a single cell) on how to implement this contact system you've created as well as the formula you use to populate a contact list column. Thanks very much for your time!

Paul McGuinness · 02/20/25

Hi @BenY

Both columns should be set as contact columns and to allow multiple contacts per cell, so that you can replicate the group elements as needed. The example below relates to my business Operations Directors (OD).

You need to ensure that you have a key unique value that maps across all the sheets you want to utilise this which will be used in your match function, in my case I use the names of our locations as these are needed in every data set we use and unique to each site, you could opt for cost codes, projects or whatever works for you.

The formula for me looks like

=INDEX({Master sheet column that contains the contact cells you want to pull into the sheet}, MATCH({whatever your unique value is, should be @row reference}, {Master sheet column that contains your unique values}, 0))

These formulas are always column formulas in my builds to ensure they pick up any new rows.

Hope that helps

Paul McGuinness - Smartsheet Overachievers

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