Best way to connect Smartsheets to other sheets

Question

Hi Everyone,

I’m looking for best practice recommendations for managing multiple Smartsheets that are connected across different projects and management reporting needs.

Currently, I have several sheets linked together using formulas, which works, but I’m wondering if there is a more efficient or scalable approach. The challenge is that I manage multiple projects, and each project has its own budget, timelines, and reporting requirements.

For those managing a portfolio of projects:

* Do you primarily use formulas, cell linking, reports, or cross-sheet references?
* Is there a recommended way to consolidate project data while keeping project-specific budgets separate?
* At what point does it make sense to move from formulas to reports, dashboards, or Control Center?
* Are there any pitfalls or performance issues to watch out for when linking a large number of sheets?

I’d appreciate any advice on how you structure your Smartsheet environment to support multiple projects while maintaining accurate budget and management reporting.

Thank you!

Khasim · Answer

Once you're past 10 or so projects, cross-sheet formulas get messy fast. Put the same summary fields on every project sheet (budget, actuals, RAG, end date), then build one sheet summary report across all of them. It's simple and it scales.

Paul Newcome · Answer

@Nora.Enriquez_Garcia The short answer is Control Center. It allows you to provision a standardized template for each project.

Formulas, cell links, dashboards, reports, and cross-sheet references all have their places within a portfolio level build. Even low complexity solutions use all of these things.

Control Center also allows you to manage both an Intake sheet for the project basics as well as manages a Summary Sheet for you which includes cell links to a sheet that belongs to each project and allows you to roll up all of that data at the portfolio level.

There are a number of pitfalls and performance issues if you link too much together, but generally speaking, a well built Control Center solution can handle quite a bit of scaling before any issues arise.

Andrée Starå · Answer

https://community.smartsheet.com/discussion/148385/best-way-to-connect-smartsheets-to-other-sheets

Hi,

I hope you're well and safe!

How many projects approximately? Have you explored the Premium App, Control Center?

I hope that helps!

Have a fantastic day!

Andrée Starå | Smartsheet Expert Consultant and Partner / CEO @ WORK BOLD

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