Reports not showing data from Sheet in cells.

Sheetuser X · 06/09/19

I have two Sheets; one for a project’s status on all services, and another Sheet for all the details of the project, with “Project Name” linked in both sheets.

I go to make a report for one of the services, which pulls data from both sheets (or SHOULD at least).

In the Report Builder, I choose the two sheets in the “Where?” option, and then choose the columns I want to be displayed from the two sheets in the “What?” option and run the report builder.

Cells in some columns (from the status Sheet) display data and behave normally while other cells in other columns (from the details Sheet) are totally blank and won’t right click or respond in any way.

Any ideas?

Andrée Starå · 06/09/19

Hi,

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. (sharetoo, andree@getdone.se)

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Debbie Sawyer · 06/09/19

Hi

Within the Report builder, you only need to use the WHAT button if you are adding criteria (conditions) to the report within those columns, if you just want to pull ALL data from the selected columns (from the original 2 sheets) then use the COLUMNS button (above the Who, What and When buttons) to pick the columns to display the data rather than the WHAT button. You might have run into some criterion issues inadvertantly.

Please be aware that Smartsheet will pull all the columns from the COLUMNS ticked list into 1 "report" which looks like a sheet, but the data from the Status sheet will be on a different row to the data on the Details sheet, even if they share a Project Name.

Hope this helps.

Kind regards

Debbie

Sheetuser X · 06/09/19

Thanks for the response Andree: can you describe what info may be missing so I can supply?

Here is requested picture.

Sheetuser X · 06/09/19

Thanks much for the reply Debbie, though I’m afraid that’s pretty much the problem.

We need reports that display as they do in Excel, on only one row with columns to the right. But if Smartsheets limits the total # of columns you can have, forcing you to make and mix multiple Sheets for the same project, but then won’t present that mixed Sheet data on one row, then we may not even be able to use Smartsheets at all if it’s that limited.

To be clear, I understand the What button sets criterion for columns. That’s what we want. But it’s not showing data that does in fact match the criterion I set (it’s not showing ANY data).

“but the data from the Status sheet will be on a different row to the data on the Details sheet, even if they share a Project Name.”

That is indeed how it behaved when I first ran a report, i.e.- two rows for the same project, one with blanks for columns the sheet didn’t natively contain and vice versa for the other row. Again, that’s a deal breaker, because we need data on the same project row.

This time that I’ve ran the report (having done nothing different), it’s showing a mixture of columns from each sheet, but only data from one sheet (the Status sheet). That sounds like there’s another row from the other Sheet somewhere, but there isn’t.

I’ve noticed that Smartsheets randomly puts rows way down the Sheet or Report sometimes (I’m aware of the setting you can use to specify where it appears), and I’ve scrolled to make sure that’s not the case, made sure nothing’s hidden, etc.

Debbie Sawyer · 06/10/19

How many columns do you have?

Smartsheet limits column count to 200, do you have more than 200 columns per project?

Have a look at your WHAT column and see if there is a little and or a little or inbetween your criterion - this might cause the issue that you are experiencing. Also if the columns in your 2 sheets are named slightly differently and you are adding the criteria to just one of the columns thinking it would apply to both, then you might experience issues there too. E.g. If you call a column Project # in one sheet and Project no. in the other, but you read them both as Project Number, then you might need to add more columns to your WHAT area to find the number across both sheets.

I am happy to zoom with you to discuss the limititations of Smartsheet reporting and the set up of sheets to see if this app will indeed work for you and your needs.

I am training today, and am in and out of the office all week; but I am sure we can find a time to have a quick chat if you'd like.

debbie.sawyer@smarterbusinessprocesses.com

Kind regards

Debbie

Andrée Starå · 06/10/19

Happy to help!

Can you share a screenshot of the report builder?

A possible workaround could be to combine the two sheets so that everything is on one row. Would it work if some values from the sheets would be combined in one column in the report?

Best,

Andrée

Sheetuser X · 06/10/19

Sure; hope the pic is visible enough. I'm not sure about values being combined... possibly? lololol.

Sheetuser X · 06/10/19

Thank you, that’s very kind; for “and / or”, it’s showing “and” and there are no column name discrepancies.

With status for all services as well as details per project, we have more than 200 columns, not too much more, but enough that we're forced into making multiple sheets.

I may shoot you an email, thanks again.

Andrée Starå · 06/10/19

It seems like you have many criteria with "and" so all have to be true for the report to show them. Is that the way that you want it?

Just to make it clear. A report can't combine information together on the same row.

Best,

Andrée

Reports not showing data from Sheet in cells.

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