Data on Report not saving

My team have a Workspace that changes rather quickly throughout the day. Some data is moved automatically onto a report. I'm trying to find if it is possible to retain the information on the report even after it is cleared from the Workspace?

Hypothetically, one of our cells can be set to "A, B, C, D or E" - Anything set to 'E' is a problem for us and therefore needs to be resolved as soon as possible.

Once changed to a new letter, they're cleared from the workspace.

I currently have a report that pulls through all the data for any ledgers set to E - however, once they've been resolved in the workspace the system automatically removes them from the report.

Is there a way that the ledgers moved onto the report can stay after they're cleared from the main log? I'm trying to remove as many manual elements as possible and currently we're having to sieve through 100's of ledgers a day to set what is/had once been an 'E'

The purpose of this is so we can regularly report how many ledgers were set to E.

T.I.A

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Andrée Starå

https://community.smartsheet.com/discussion/141356/data-on-report-not-saving

Hi,

I hope you're well and safe!

Not sure I follow!

Can't you change the criteria in the report so it still shows? Can you elaborate?

Please share some screenshots and/or additional information. (Delete/replace any confidential/sensitive information before sharing.) That would make it easier to help.

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Smartsheet Expert Consultant & Partner / CEO @ WORK BOLD

✅ Did I help answer your question/solve the problem? Please support with💡 ⬆️ ❤️, and/or ✅ Answer. This will make it easier for others to find a solution or help answer. I appreciate it, thank you! 🙏

Douglas_jw

Hi Andrée, thank you for the response.

Once the data has been resolved on the workspace, Smartsheet automatically removes it from my report as it no longer fits the requirements of the filter.

The Workspace is very dynamic and changes every minute and therefore I don't have to availability to check this manually all throughout the day. Ideally I want to be able to check at the end of each day, or the following morning, for any ledgers that are/were set to 'E'

I hope this is clearer?

Thank you

Andrée Starå

https://community.smartsheet.com/discussion/comment/490950#Comment_490950

Happy to help!

What about creating another Report? Or, am I misunderstanding what you're asking for?

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Douglas_jw

Hi Andrée,

My apologies, I have done a poor job explaining what I need.

In the Workspace, items may be set values equal to "A, B, C, D or E". At the end of each month we need to record how many items had been set to 'E'.

However, with the current set up, once a value is changed from E to another letter, it is removed from the report and we do not have a record of what once was an E.

Is there a way we can record a total number for all items that ARE and ONCE WERE an E?

Thank you

Andrée Starå

https://community.smartsheet.com/discussion/comment/491105#Comment_491105

No worries!

You're more than welcome!

Two options.

1️⃣ Add a so-called helper column and combine it with a Workflow to trigger and register the date when something was changed to E, and then you can use that for a report or similar.

2️⃣ Add a so-called helper sheet (Log) and combine that with a Workflow that copies the row over to the sheet when it's changed to E, and then you can use that for a report or similar.

Make sense?

Would that work/help?

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