Orderable Charts

Good morning, I've done several searches here but now I'm going in circles.

I have a sheet with records of usage of certain scripts we have. Each row has the user name, the script they used and the time they saved by using each script.

My goal is to create a dashboard with two bar charts:

  • user name vs total time savings (ordered by highest time savings)
  • most used scripts (ordered highest count)

The charts are ready but the bars can't be reordered which makes them pointless. Also, the reports they've been created from can't be ordered based on the sums, which means this approach didn't work. I then tried using a blank sheet with formulas showing the total savings per user and create the chart on top of that but now my chart won't update when a new user shows up in the sheet.

Can anyone see a way I can achieve that? Thank you :-)


2023-06-28 08_45_55-Smartsheet.com.png


Best Answers

  • AravindGP
    AravindGP ✭✭
    Answer ✓

    I understand. Unfortunately, there is no other option that I see. One thing to make it easier for you to add the name is to have a helper column in the source sheet with a formula to identify duplicates. If there is a record with no duplicate (i.e., a new name added), you can get notified through a workflow and use that to add the name to your metric sheet.

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

  • AravindGP
    AravindGP ✭✭
    Answer ✓

    You can use the below formula in a helper checkbox column. Using this formula, the helper column you create will be checked when there is no duplicate entry. You can then use the helper column being checked as the trigger to notify yourself to create the name in the metrics sheet.


    =IF(COUNTIF([User Name]:[User Name], [User Name]@row)>1, 0, 1)

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi@Floretti

    Try adding an @cell reference in your formula, this can sometimes help with COUNTIFS looking at a number/text value:

    =IF(COUNTIF([User Name]:[User Name],@cell =[User Name]@row)>1, 0, 1)

    Let us know if that helped!

    Cheers,

    Genevieve

Answers

  • Hi There,


    I assume the sheet you've that is collecting the data is similar to the screenshot you have added. This means that you can't really get the number of times a script is used without the help of sheet summary or a separate metrics sheet to count the number of times a script has been used. In the metrics sheet, you can add in the unique users and do a sumif formula to get the time saved across all scripts. When you have a new user added to the source sheet, all you have to do is add the name of the new user to your metrics sheet and it will auto do the formula to get the time saved sum for that user. You can have the column of time saved in your metric sheet sorted to be highest to lowest and then modify your chart to have the values listed in the desired order.

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

  • Thanks for the reply, Aravind. That definitely looks like an option I can use. Do you see any way to avoid the manual intervention when another user is added?

    We currently have a large number of users and high turnover, which means I'll have new names turn up very often and I'm expecting it to be hard to spot the missing ones amongst all the names.

  • AravindGP
    AravindGP ✭✭
    Answer ✓

    I understand. Unfortunately, there is no other option that I see. One thing to make it easier for you to add the name is to have a helper column in the source sheet with a formula to identify duplicates. If there is a record with no duplicate (i.e., a new name added), you can get notified through a workflow and use that to add the name to your metric sheet.

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

  • 可以工作,谢谢堆阿拉。我将做一个d implement that.

  • @AravindGPI realise it is off topic but any tips on how to achieve the formula to identify duplicates in the helper sheet? The rest is sorted as you suggested but I have no idea how to implement that part. Thank you.

  • AravindGP
    AravindGP ✭✭
    Answer ✓

    You can use the below formula in a helper checkbox column. Using this formula, the helper column you create will be checked when there is no duplicate entry. You can then use the helper column being checked as the trigger to notify yourself to create the name in the metrics sheet.


    =IF(COUNTIF([User Name]:[User Name], [User Name]@row)>1, 0, 1)

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

  • Thanks so much but something very odd happened. It's considering the user 1104825 as a new user. Note that the user name is added via API and the user cell is fed the string "1104825", which ends up as '1104825 in Smartsheet. I wonder if that's what is causing the issue.

    image.png


  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi@Floretti

    Try adding an @cell reference in your formula, this can sometimes help with COUNTIFS looking at a number/text value:

    =IF(COUNTIF([User Name]:[User Name],@cell =[User Name]@row)>1, 0, 1)

    Let us know if that helped!

    Cheers,

    Genevieve

  • @Genevieve P.Yep, that did the job, thank yoooou! :-)

    @AravindGPThanks again, I very much appreciate the help.

Hi Dear Andrée Starå<\/strong><\/a><\/p>

Thank you so much for your solution!<\/p>

It can work, but more like a compromise way. Editing on a report is less convenient.<\/p>

It would be better for me to set access right to each column.<\/p>

But that can also work for now, thanks a lot.<\/p>

By the way are you a BOT?<\/p>"},{"commentID":383283,"body":"

@流风回雪<\/a> <\/p>

Excellent!<\/p>

Happy to help!<\/p>

I agree. Great idea! That would be a great addition to Smartsheet features.<\/p>

Please submit this as a Product Feedback or Idea <\/strong>(If it hasn't been added already)<\/em><\/strong> when you have a moment.<\/strong><\/a><\/p>

Haha!, No, I'm not a bot! 🤣<\/span><\/p>

Remember! <\/strong>Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up\/Awesome or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":107057,"type":"question","name":"Forms URL query String, IS there a limit to how many queries can be used?","excerpt":"Hi, I am a novice with Smartsheet, but am learning. I have a form that I need to pre-populate so we can send it out to technicians to complete a field report. I can get five fields to populate, but no more than that. =\"https:\/\/app.smartsheet.com\/b\/form\/d2cda8ab647e4c11b40e503977eb916b?Part%20Number=\" + [Part Number]@row +…","snippet":"Hi, I am a novice with Smartsheet, but am learning. I have a form that I need to pre-populate so we can send it out to technicians to complete a field report. I can get five…","categoryID":321,"dateInserted":"2023-06-28T20:33:16+00:00","dateUpdated":null,"dateLastComment":"2023-06-30T11:50:11+00:00","insertUserID":162197,"insertUser":{"userID":162197,"name":"cjg","title":"Service Manager","url":"https:\/\/community.smartsheet.com\/profile\/cjg","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-06-30T11:51:10+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":162197,"lastUser":{"userID":162197,"name":"cjg","title":"Service Manager","url":"https:\/\/community.smartsheet.com\/profile\/cjg","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-06-30T11:51:10+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":20,"countViews":80,"score":1,"hot":3376122507,"url":"https:\/\/community.smartsheet.com\/discussion\/107057\/forms-url-query-string-is-there-a-limit-to-how-many-queries-can-be-used","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107057\/forms-url-query-string-is-there-a-limit-to-how-many-queries-can-be-used","format":"Rich","tagIDs":[204],"lastPost":{"discussionID":107057,"commentID":383291,"name":"Re: Forms URL query String, IS there a limit to how many queries can be used?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/383291#Comment_383291","dateInserted":"2023-06-30T11:50:11+00:00","insertUserID":162197,"insertUser":{"userID":162197,"name":"cjg","title":"Service Manager","url":"https:\/\/community.smartsheet.com\/profile\/cjg","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-06-30T11:51:10+00:00","banned":0,"punished":0,"private":false,"label":"✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/0T7JFZO9ETN7\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-29T15:53:55+00:00","dateAnswered":"2023-06-29T15:20:18+00:00","acceptedAnswers":[{"commentID":383113,"body":"

@cjg<\/a> <\/p>

Excellent!<\/p>

You're more than welcome!<\/p>

Here's an excellent helpful article detailing the special characters that might need to be used to make the form work.<\/p>

Remember! <\/strong>Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up\/Awesome or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":1},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":204,"urlcode":"Forms","name":"Forms"}]},{"discussionID":107086,"type":"question","name":"Converting a date in a text type to Date type","excerpt":"Hi, I have a column as text\/number type with date value such as '2023-06-27 09:02:53' and I want to have another column and convert it to DATE column type. e.g \"Date as Text Type\" column is a text\/number field. I want to convert this to DATE and put in the \"Date as DateType\" column. is there a way to do it?","snippet":"Hi, I have a column as text\/number type with date value such as '2023-06-27 09:02:53' and I want to have another column and convert it to DATE column type. e.g \"Date as Text Type\"…","categoryID":321,"dateInserted":"2023-06-29T15:24:02+00:00","dateUpdated":null,"dateLastComment":"2023-06-29T16:10:10+00:00","insertUserID":64466,"insertUser":{"userID":64466,"name":"sushilp","url":"https:\/\/community.smartsheet.com\/profile\/sushilp","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!!bCFWG3XASHo!HXjWn2mniiQ!_myWsvAATx0","dateLastActive":"2023-06-29T21:02:20+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":64466,"lastUser":{"userID":64466,"name":"sushilp","url":"https:\/\/community.smartsheet.com\/profile\/sushilp","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!!bCFWG3XASHo!HXjWn2mniiQ!_myWsvAATx0","dateLastActive":"2023-06-29T21:02:20+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":34,"score":null,"hot":3376108452,"url":"https:\/\/community.smartsheet.com\/discussion\/107086\/converting-a-date-in-a-text-type-to-date-type","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107086\/converting-a-date-in-a-text-type-to-date-type","format":"Rich","lastPost":{"discussionID":107086,"commentID":383133,"name":"Re: Converting a date in a text type to Date type","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/383133#Comment_383133","dateInserted":"2023-06-29T16:10:10+00:00","insertUserID":64466,"insertUser":{"userID":64466,"name":"sushilp","url":"https:\/\/community.smartsheet.com\/profile\/sushilp","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!!bCFWG3XASHo!HXjWn2mniiQ!_myWsvAATx0","dateLastActive":"2023-06-29T21:02:20+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/P0PQ2RQRRSC5\/date-conversion-jpg.jpg","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"Date conversion.JPG"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-29T16:09:01+00:00","dateAnswered":"2023-06-29T15:45:28+00:00","acceptedAnswers":[{"commentID":383125,"body":"

You will need to make sure your [Date as DateType] column is formatted as Date. This also assumes your [Date as Text Type] column is always in the same format. (Starts with full 10 digit date)<\/p>

=IF([Date as Text Type]@row <> \"//www.santa-greenland.com/community/discussion/106986/\", DATE(VALUE(LEFT([Date as Text Type]@row, 4)), VALUE(MID([Date as Text Type]@row, 6, 2)), VALUE(MID([Date as Text Type]@row, 9, 2))), \"//www.santa-greenland.com/community/discussion/106986/\")<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=341&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":5432,"limit":3},"title":"Trending in Using Smartsheet","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

Trending in Using Smartsheet