Working with Project Management Office

I recently downloaded the Project Template: This is exactly what I want with some customization, however it seems there some items "locked out" or something. I have continued to play around with the template, I even deleted everything and downloaded it again, then followed the directions exactly. Two things of note: One, if I change anything in the Project Intake Sheet, it does not reflect in the linked Project Metadata sheet.

Project Intake Sheet:

Project Meta Sheet (even after repasting the Row ID)

Second, if I use the Intake form, all seems well, it creates a new project and row ID just fine.

However pasting that row ID into the Project Metadata sheet, gives me this:

Pasting it into the line below doesn't work either, because the following rows have no formulas.

OK, I thought, make the formula (below, an index match) a column formula.

=INDEX({Portfolio Summary Data}, MATCH($[Project ID]@row , {Project ID}, 0), MATCH([Project Name]$1, {Portfolio Summary Header Row}, 0))

But that gives me this:

Weird, but sure, I mean it doesn't seem to be working does it? What about the references? It's a type of Index/Match syntax I haven't used, and further I can't seem to find the sheets in the folders, so assuming they are reference names, not sheet names, I try to look at the referenced sheets, by clicking on "edit reference" links in the formula.

That results in this error:

So am I just missing something in the instructions? Is there more I have to build out to make this work? It seems not being able to edit a template is where I'm finding myself. I fully admit that working with this set of sheets will be stretching my abilities with SmartSheet coding (but we always want to stretch right?) but this is exactly what I need for a new functional rollout. I mean it couldn't be more prefect.

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Naeem Ejaz

The Project Template Set uses cell linking or cross-sheet formulas to populate the Project Metadata sheet based on the Project Intake form.

Simply changing the Project Intake Sheet doesn’t automatically sync unless:
- You're updating the exact rows that are linked
- OR the formulas are written dynamically

Naeem Ejaz

Sheet	Purpose	Connected To
Project Intake	Project request capture	→ Metadata via formula/link
Project Metadata	Master project info hub	← Intake, → Project Plan
Project Plan	Task-level execution sheet	← Metadata sheet

Pete Spin

https://community.smartsheet.com/discussion/comment/489775#Comment_489775

That's just it isn't it? That's the issue I'm seeing, the Project Metadata sheet is not populated by the Project Intake sheet (see above). The Intake form does populate the Project intake sheet (see above) but copying that Row ID into the Metadata sheet fails ("no match", see above), copying the Row ID into the second row does nothing because there are no formulas (see above), and the formulas in the first row cannot be made into column formulas (see above).

The "linked cells" are the "State Date" and "End Date", which not only can't be changed in the Intake sheet, but look at that, another dead sheet link:

I think either this Template set is not fully developed or corrupted somehow.

Naeem Ejaz

https://app.smartsheet.com/b/publish?EQBCT=8c1ace8ce2d14472a986005d454626d8&_gl=11xkxmds_gcl_auOTEzNTA1NTUuMTc0NzcyNTUyNA.._gaMTA1NzU3MjQ2OS4xNzA1NTE5MDk1_ga_ZYH7XNXMZK*czE3NTI1NTg3MjYkbzgyJGcxJHQxNzUyNTU5OTA4JGoxMiRsMCRoMA..

Check out this above PMO setup information and follow the steps from 4th onwards.

From here onwards:

Pete Spin

@Naeem Ejaz No that doesn't work, I have written two replies, performing "Step 4" step by step, but they won't post.

The template, following the instructions simply doesn't work. In fact, I can't even tell you why project SM-004 works. Because as I outlined above, pasting the new project SM-005 results in "no match", I don't understand why. Further if I type SM-004 back in, it returns with that project information and again, I don't know why.

Pete Spin

@Naeem Ejaz

"Check out this above PMO setup information and follow the steps from 4th onwards." As I mentioned in my initial post, this is exactly where I started, and in fact, posted the same link. But OK, let's try what you suggest.

4th Step onwards? Wait, first Step 3, Copy (and rename) the Project Template Folder. Done!

Step 4 Copy the Project ID

A. From the Project Intake Sheet, copy the Project ID for the specified project. OK! The new project, SM-005, project Mars!

B. In the new Project Plan folder, open the Project Metadata Sheet Yup, of course! There is the placeholder data, as expected!

C. Paste the Project ID over the placeholder Project ID, example SM-004. Gotcha, new project folder, new metadata sheet, lets add the new project ID

D. Notice that the information in the Project Intake sheet now populates the cells in the Project metadata sheet. Whoops

Not as such.. Hmmm Save the page? Nope, refresh the page? Not that either. I mean the instructions are pretty easy and clear The intention seems clear. It just seems that the actual operation of the template is missing. Like, it just doesn't work for some reason and yet, @Naeem Ejaz I can't even explain why SM-004 works, can you? As I outlined above, I tried to figure out why it won't update with SM-005, and discovered I can't figure out why it does with SM-004. I mean look, we put SM-004 back in, the cells blip "calculating" real quick the poof! Apollo is back:

I mean I'm happy to admit I'm missing something fundamental, making a dumb mistake, but I just followed the instructions to the letter.

Pete Spin

. great now it posts up everything

liz.mayeux

that is a common complaint i have with their templates. the example details are filled in and linked and we aren't provided a roadmap to how it all works. any changes throws off their established formulas or automation and you are chasing gremlins to figure out the problem. why can't they have a sample template w/ the information but a blank template w/ no information?

Pete Spin

https://community.smartsheet.com/discussion/comment/490153#Comment_490153

That describes the situation really well Liz. We're you able to get anywhere with your template? At this point I think I'd have an easier time taking the concept of the project management and building my own set of sheets..

Vivien Chong

That seems strange, I went into one of my Project Management Office template set that I have downloaded earlier, it worked as per the instruction:

I added some data manually onto the sheet, SM-006 was generated as it is an auto-numbering column.

Screenshot 2025-07-17 at 11.53.52 AM.png

2) I pasted SM-006 to the project metadata sheet.

Screenshot 2025-07-17 at 11.54.02 AM.png

You may want to raise a ticket to Smartsheet Support if you are still experiencing that.

Pete Spin

@Vivien Chong

"I added some data manually onto the sheet, SM-006 was generated as it is an auto-numbering column."

So you didn't use a form to create the entry? You just manually entered the data into the fields? OK

Yes, after saving that did indeed create a new Row ID SM-006

Copy/paste into the Metadata sheet, still no match.

I created a entry to support, not sure if that the same as a ticket, and linked this entry (I think, or another forum comment with details) but I'll look for the formal ticket. Thanks for your reply!

Vivien Chong

@Pete Spin I just tried entering the project through form, it still work, when I copy/paste to the metadata sheet.
Smartsheet support: https://help.smartsheet.com/contact

Hope your issue get resolved soon.

Pete Spin

I have a help ticket open and have been able to send screen recordings of the sheet behavior. Hopefully an answer will come soon.

Thanks for the support

tracey eppes

@Pete Spin I hope you will share if you receive the answer to the issue. I have been trying for 2 days to use the PMO template and follow the instructions to the letter with no effect. I thought I was going crazy. I was about to download a random template and follow the instructions to see if it is simply the template I need to use that's an issue or a smartsheet issue. Also, it would be so helpful if the walk through instructions provided a "If this doesn't work as specified, here is what could be wrong" option.

Pete Spin

@tracey eppes

Will do, I have a "pro" developer appointment next week. I got on zoom earlier this week, and the rep was helpful, but I think was stumped by the root cause. We tried to re-write the formula using the data from the Project Intake Sheet, but I don't think that's right.. Personally I think there are sheets missing from the package, like the mystery "portfolio summary data".

I'm actually going to try and download it again, just for completeness sake.

@Vivien Chong

I should ask since yours seems to work:

when did you download your package?
can you find the portfolio summary data, or can you open the reference in the formula?

Cheers,

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