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Tips & tricks for setting up workspaces
My team would like standardization on how we set up project workspace. In the root of a workspace, I expect we'd have a standard set of sheets for Schedule, RACI, RAID logs, Issues, etc. For folders within the workspace, we might have some kind of sysadmin folder for sheets where we could collect / aggregate metrics from…
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What is the best practice for referencing data in another sheet?
I currently have a Data Shuttle updating/replacing all cells in sheet 1. In a second sheet I have a formula that performs an Index/Match with the result coming from that first sheet. I noticed the cell history on the second sheet is capturing the first sheet values disappear and then come back in (example below). Assuming…
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Tracking & Reporting on Project Hygiene
Hi All! I am starting to explore the possibility of tracking the "hygiene" of each project being managed by our team. We have a control center solution so the artifacts all of us on the team are consistent/templatized and capable of collecting data for a rolled-up portfolio view. So I'd like to be able to leverage that to…
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Seeking Independent Consultant to Advise on Best Practices Using Control Center
Hi, Looking for someone to serve as a Control Center advisor with non-standard blueprints that do not manage programs and projects. Candidate will be an out-of-the-box thinker, providing innovative methods to enhance current structure to meet developing requirements. Would need this resource about 3-5 hours per month.…
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Allow system owners and system admins to view all assets
As one of the system admins, it is absurd to me that I cannot view or have access to all of the items created in my organization. We have over 11,000 reports, sheets, and dashboards and I can't see them. I have no visibility to if people are using our plan for their own personal use, or what kind of work is going on unless…
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When to use = and "" in COUNTIF formulas
I came across some weird COUNTIF functionality recently in one of my duplicate check column formulas. I wrote some exploratory formulas and wanted to share! Key Takeaways Numbers with leading 0s requires both = and "" Regular text requires "", but = is optional Regular numbers do not require = or "", but work with one or…
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Best Practices for IT Portfolio Management
Hello Smartsheet Community, I'm brand new to the Smartsheet community and I wanted to get the community's thoughts on best practices on using Smartsheet for IT Portfolio Management. We are planning to utilize Smartsheet in the following ways and have done some work creating a proof of concept: - IT Project Intake Form -…
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Proactive with Error Messages - Report
Is there a way I can be proactive about error messages that apprear on my various sheets, reports and dashboards? Like provide me some type of report, so I can go to those pages and get things fixed? I would not even know how to set anything up, as there are multiple sheets, reports, dashboards I manage.
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Program Toolkit: How to rename program through control panel & Keep existing cell links.
I have several program folders with smartsheet templates connected to a blueprint, managed by Control Center. My question is this; How do I change the program name of a folder and its sheets while retaining all existing cell links? Additionally these programs roll up into other sheets for reporting and dashboards, These…
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Several Master Sheets vs Just One
Hi Smartsheet community, I would kindly ask for your best practices/recommendations to handle the following situation in a large company where we are using the PMO Template for managing IT Projects. When we built the solution, we started with two main files: DataSource → List of demands and details, sourced from our…
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Organizing lots of Smartsheet
Howdy, I work on a large-ish team (70+ members) where only a 4 of us have Smartsheet licenses; we have developed a lot of tools and sheets using the Smartsheet platform, but because the majority of our team doesn't have the ability to create folders or organize files they are ending up with a long list of lists. We were…
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Best Practices on Managing Changes to Smartsheet Items
Hi all, My organization uses smartsheet to manage our projects and we're are currently running dozens of projects out of it. We use standard templates we built for our projects that include: sheets, reports, and dashboards. Every time a new project starts up we make copies of those templates and tailor it to the project.…
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Difference between managed and unmanaged resource in Resource management
Hello everyone, I’ve recently started to use Resource management in Smartshet and I’m still learning how to fully take advantage of its functionalities. I have a few questions, because som things are bit unclear for me and I hope that community can help me. I understand that there are three types of users in resource…
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Help Article updates May 2025
Hello Community, We’ve published the following new content: Column links overview Create column links Manage column links Dynamic View best practices To view the entire catalog of help articles, visit the Help and Learning Center. Were the articles helpful? Let us know by providing feedback for each article.
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Chart widget with AI - Static or Dynamic?
Curious if anyone has had luck with creating charts using AI and adding them to their dashboard and the chart updates when refreshed with data changes in their sheets?
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What would be the most effective way to add annotative data to a grid view?
Hi all, long time listener and first-time caller, I was unable to physically select the "best practices" category, so this goes here. I work for a home builder, and we have a specification grid we utilize in multiple divisions that are placed around the country. The "spec grid" is organized into each division having their…
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March 2025 - Help Article Updates - Control Center Best Practices
Hello Community, Check out Control Center Best Practices, a new resource to help you build scalable solutions in Control Center. Some topics include: Programs vs blueprints Design your intake sheet Dynamic Report Scope To view the entire catalog of help articles, visit the Help and Learning Center. Were the articles…
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Best Practice: Intake Sheet & Secondary Sheet when 2-way sync is needed
We're working on a solution for a department that is similar to Uber without the bells and whistles. A call comes in when there's bad weather, a city employee "aka Dispatcher" looks to see who is available in our list of drivers and assigns them to pick the employee up. I think my question is pretty simple? I'm having…
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Recommended Smartsheet Automations or Integrations
Hi Smartsheet Community, I'm working on enhancing the PMO process in Smartsheet and was curious—what are some game-changing automations or integrations you’ve added that made a significant impact? Whether it’s streamlining workflows, improving reporting, or enhancing team collaboration, I’d love to hear your…
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Best Template for Task
If my goal is to handle the overall progress of a number of projects, which template would be best to start with? It will be for the whole lifecycle - from application, setting meetings, follow up paperwork filled out and submitted, check ups, and request for final research results. It'll likely be laid out in a sequential…