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How to automate recurring dates

Mytch Jeffrey
Mytch Jeffrey ✭
edited 12/09/19 in Archived 2017 Posts

I have a sheet where we are required to log certain inspections and tasks.  The frequency of the inspection and task differs for each ie quarterly, six monthly, annually etc.  The frequency is dependant on the first date ie 15 June then the next inspection for 3 months is 15 September (ie the dates are not fixed).  We need to keep the dates of the previous inspections as part of our audit process.

As this sheet will be used across some 60 locations I need to automate the process so when different users tick the checkbox that the inspection or task has been done, the next date (based upon the frequency in that row) will automatically appear without having the user to constantly adding the next date etc.

How can I do this?

Also, how can I determine when the next inspection or task date is due across all sites and all tasks easily?

Thanks

Mytch

Test Sheet for Reoccurring Dates copy.jpg

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Comments

  • Shaine Greenwood
    Shaine Greenwood Employee

    Hi Mytch,

    There isn't a way for Smartsheet to automatically create recurring tasks—they have to be manually created at this time. One tip that can speed the process along is to copy and paste the rows, then changing the dates as needed.

    You can also utilize formulas to perform calculations with dates, for example: =[Due Date]4 + 90

    More information on using formulas with dates is available in our Help Center: https://help.smartsheet.com/articles/2476171-create-and-edit-formulas-in-smartsheet#dates

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Mytch,

    I have set up recurring task systems for several customers. In my experience, there is no out of the box solution for task lists. As an example, there are web posts about "the best 50 task management tools" -- seriously. FIFTY. FIVE-ZERO. Google it.

    That said, my customers have a solution that works for them in Smartsheet now. 

    As long as the rules for what a recurring task is are clearer determined and immutable, the system can be set up quite easily. It is only when there are exceptions and exceptions to the exceptions that things go off the rails.

    If you'd like to learn more, reach out to me at craig.williams@smarterbusinessprocesses.com or Richard at richardr@smarterbusinessprocesses.com for a one hour free consult on your needs.

    Craig

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  • Richard Rymill SBP
    Richard Rymill SBP ✭✭✭✭✭✭

    Thanks Craig

    Happy to help with this Mytch, it sounds like you have a well defined need which, as Craig says can be set up for you, the bigger questions arise from the methodology for handling exceptions, but this is what we do as Specialized consultants, is tease out from you your full requirements and help you to prepare for unintended outcomes. It's what gets us out of bed in the morning! 

    Let me know when you are available for a screenshare conference call? This week I am in the UK ( London Timezone), next week we will be in Seattle for the Conference. 

    richardr@smarterbusinessprocesses.com 

     

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