Is there a way to archive completed tasks once "done" so you only see incomplete tasks in a daily To

Lysa Hegland · 12/17/15

I use one report sheet as My Daily Task Tracker and when I finish a project I select Done to show completition. However my list is full of completed projects now with lines through the content. I still would like to access this later but on a daily basis all I need to see is the Incomplete Tasks. I have set the sort to Done to be at the bottom but I still have additional heading content below that so it makes it hard to see it all. What do I need to change or edit to achive this? Please advise. THANKS!

Zac · 12/17/15

Hey Lysa,

Not sure if this is the best method, but what i do is i have a matching sheet to my task tracker (same columns and stuff). A quick way to do that is just click the drop down by your sheet name up top and select "Save as new" and then maybe title it Archived Tasks or something.

Then, whenever you complete a task on My Daily Task Tracker, rather than selecting Done and just leaving it there with strike through text, you can quick slide it off of your current sheet onto the archived sheet. This can be done by clicking and holding the row number on the left and dragging it up to your Archived Tasks sheet tab at the top then letting go. It will move the entire row and all its content from your current sheet to the archived sheet.

One thing to note: if you have any formulas and you try this process the formulas will not carry over to the destination sheet.

Hope my method helps!

Stefan Siebenkittel · 12/18/15

Hi Zac, hi Lysa,

cool, again I learned something I didn't know :-) (dragging rows onto tabs of other open sheets). Very helpful!

Lysa, if I understand correctly, you have one sheet with one line for each project and a column where you set finished projcts to the status "done", right?

What I do is use conditional formatting and/or a report from such a sheet.

In the source sheet I assign something like light grey font color to the finished tasks/projects and in addition put a filter on the status column to exclude "done" projects. So no cluttering of my sheet with done jobs.

Where I collect project status from multiple sheets, I use a report, where I exclude columns that have the status "done".

Hope this is of use for you.

Best regards

Stefan

J. Craig Williams · 12/18/15

Lysa,

In the report, add the condition that DONE is false.

As you change the DONE checkbox from unchecked (false) to checked (true), the items will update and be removed from your report.

Craig

Tim Meeks · 12/18/15

I've created an Archive sheet like Zac for completed projects, but instead of highlighting and dragging, I highlight the row or rows that I want moved and select the dropdown arrow on the row(s) and choose "Move Row to another Sheet". It moves the Row and subtasks.

Tim

Amy Johnson · 12/18/15

Another option is to set a filter in your sheet to hide any completed tasks. Right click on a column header and select Filter Column, then set the filter to only show tasks that have not been completed.

Zac had a good suggestion of creating a second sheet for archived rows. Drag and drop will work but you can also right click on the row number and select Move Row to Another Sheet.

Stan Ward · 07/07/16

Filters work great, but you have to keep re-doing it. Have a way to save a filter would do the trick for this that just filtered out all completed tasks. See and vote for post on Saved Filters:

https://community.smartsheet.com/discussion/saved-filters

J. Craig Williams · 07/10/16

If you want to move the rows to another sheet, this functionality can not be automated with Zapier.

www.zapier.com

Craig

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Is there a way to archive completed tasks once "done" so you only see incomplete tasks in a daily To

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