Creating workflows for repetitive tasks in Smartsheet

Asha Rajesth · 04/02/19

Hi

How do I automate the workflows in smartsheet for repetitive tasks?

For example

Scenario 1: The issue has been raised by Testing team - which goes to the Development team, they modify the code, Testing team tests the modified code - if the issue is resolved, the issue is closed, if the issue is not resolved the cycle continues

Andrée Starå · 04/02/19

Hi Asha,

You'd use Alerts & Actions to set up a Workflow for that scenario.

Let me know if I can help!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Asha Rajesth · 04/02/19

Hi Andree,

Thanks for your prompt response. I have used the alerts and actions in my workflows. I needed help to set up a workflow using formulas and creating a template which will manage the scenario dynamically with changing owners (which can be prefed - in terms of the tasks they manage - for example - testing, development etc)

regards

Asha

Andrée Starå · 04/02/19

Happy to help!

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Best,

Andrée

BellevueGuy · 10/31/19

Thanks for posting these solutions. I reckon I have simplified it by simply adding days, except for Monthly and Quarterly, where I have used yours. If it works for you, here you go, otherwise please post any issues. I added "fortnightly" as a joke, but it works. Thanks!

=IF([Last Completed]1 = "", "", IF([Test Frequency]1 = "Daily", [Last Completed]1 + 1, IF([Test Frequency]1 = "fortnightly", [Last Completed]1 + 14, IF([Test Frequency]1 = "Monthly", IFERROR(DATE(YEAR([Last Completed]1), MONTH([Last Completed]1) + 1, DAY([Last Completed]1)), DATE(YEAR([Last Completed]1) + 1, 1, DAY([Last Completed]1))), IF([Test Frequency]1 = "quarterly", [Last Completed]1 + 90, IF([Test Frequency]1 = "Semi Annually", [Last Completed]1 + 180, IF([Test Frequency]1 = "Annually", [Last Completed]1 + 365)))))))

Andrée Starå · 11/02/19

Happy to help!

Not sure that you intended to post in the thread. ??

Here's another improvement suggestion for your formula. @row so you don't need to think about the row numbers, and it also takes fewer resources.

=IF([Last Completed]@row = "", "", IF([Test Frequency]@row = "Daily", [Last Completed]@row + 1, IF([Test Frequency]@row = "fortnightly", [Last Completed]@row + 14, IF([Test Frequency]@row = "Monthly", IFERROR(DATE(YEAR([Last Completed]@row), MONTH([Last Completed]@row) + 1, DAY([Last Completed]@row)), DATE(YEAR([Last Completed]@row) + 1, 1, DAY([Last Completed]@row))), IF([Test Frequency]@row = "quarterly", [Last Completed]@row + 90, IF([Test Frequency]@row = "Semi Annually", [Last Completed]@row + 180, IF([Test Frequency]@row = "Annually", [Last Completed]@row + 365)))))))

Hope that helps!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

Creating workflows for repetitive tasks in Smartsheet

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