Row Report from Sheets in Workspace

BStump
BStump ✭✭
inSmartsheet Basics

If I have a set of folders under a workspace with different type sheets. Some will be Project plans, others may be RAID/CRAID Logs, etc. Is there a way to create a row report of all the RAID/CRAID Logs only, and separate from a similar row report with all the Project Plan line items?

Tags:
· Share on Facebook Share on Twitter

Best Answer

  • Kelly P.
    Kelly P. ✭✭✭✭✭
    Answer ✓

    @BStump

    This method does produce separate reports:

    The Project Plan report will include this filter: "Sheet Type" is one of "Project Plan" -- this filter will exclude rows coming from the RAID Log (and all other types of sheets) because those other sheets will have a value in their "Sheet Type" column that is not "Project Plan."

    The RAID Log report will include this filter: "Sheet Type" is one of "RAID Log" -- this filter will exclude rows coming from the Project Plan (and all other types of sheets) because those other sheets will have a value in their "Sheet Type" column that is not "RAID Log."

    Thus, each report will include a filter rule specifying that only rows with its own sheet type can be included.

    · Share on Facebook Share on Twitter

Answers

  • Kelly P.
    Kelly P. ✭✭✭✭✭
    edited 08/02/23

    @BStump

    I use a backend column ("Sheet Type") to for this type of situation. In the Project Plans, the backend column (for every row) has the same value of "Project Plan." Similarly, the backend column (for every row) in RAID Logs has a value of "RAID Log." Then, when creating the various reports, I can just include that backend column in my filters. You can use this method to assist with reports from sheet summaries by including a field for the sheet type.

    To assist with row reports, I sometimes have a second backend column ("Section Type") to easily filter in/out summary/informational rows versus task rows.

    Hope this helps!

    · Share on Facebook Share on Twitter
  • BStump
    BStump ✭✭

    @Kelly P.Interesting suggestion. I was contemplating something like that, but ideally it would be good if the reports were fully separate.

    · Share on Facebook Share on Twitter
  • Kelly P.
    Kelly P. ✭✭✭✭✭
    Answer ✓

    @BStump

    This method does produce separate reports:

    The Project Plan report will include this filter: "Sheet Type" is one of "Project Plan" -- this filter will exclude rows coming from the RAID Log (and all other types of sheets) because those other sheets will have a value in their "Sheet Type" column that is not "Project Plan."

    The RAID Log report will include this filter: "Sheet Type" is one of "RAID Log" -- this filter will exclude rows coming from the Project Plan (and all other types of sheets) because those other sheets will have a value in their "Sheet Type" column that is not "RAID Log."

    Thus, each report will include a filter rule specifying that only rows with its own sheet type can be included.

    · Share on Facebook Share on Twitter
  • BStump
    BStump ✭✭

    @Kelly P.That is cool and what I need.

    · Share on Facebook Share on Twitter
  • Kelly P.
    Kelly P. ✭✭✭✭✭

    @BStump

    Happy to help!

    · Share on Facebook Share on Twitter

Categories

Hi @Kee2743<\/a> <\/p>

I hope you're well and safe!<\/p>

If it's ok for the users to be able to access the information, but you want to hide it to simplify or make it harder to see, you could use a Report.<\/p>

Would that work\/help? <\/p>

I hope that helps!<\/p>

Be safe, and have a fantastic week!<\/p>

Best,<\/p>

Andrée Starå<\/strong><\/a> | Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p>

✅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>"},{"commentID":389539,"body":"

You could use a report, but that means the users will still need to be shared to the underlying report with at least editor access.<\/p>


<\/p>

Do you have access to Dynamic View or WorkApps?<\/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":[{"tagID":437,"urlcode":"conditional-formatting","name":"Conditional Formatting"}]},{"discussionID":108661,"type":"question","name":"Sheets are vanishing, anyone know why?","excerpt":"HELP PLEASE! Looking for any advice, tips\/tricks, and suggestion... We have several locations who have had very important sheets created for them at the conception of their build out. Corporate originally created these sheets then transferred ownership to a member onsite. All of a sudden, those sheets just vanished and we…","snippet":"HELP PLEASE! Looking for any advice, tips\/tricks, and suggestion... We have several locations who have had very important sheets created for them at the conception of their build…","categoryID":321,"dateInserted":"2023-08-08T13:52:00+00:00","dateUpdated":null,"dateLastComment":"2023-08-08T19:51:08+00:00","insertUserID":164735,"insertUser":{"userID":164735,"name":"Dborrelli","url":"https:\/\/community.smartsheet.com\/profile\/Dborrelli","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTte7VON7Wman6y6fN2gzvI5f6eQdYaRe9SiQopbDO5Lx0-o=s96-c","dateLastActive":"2023-08-08T19:48:48+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":164735,"lastUser":{"userID":164735,"name":"Dborrelli","url":"https:\/\/community.smartsheet.com\/profile\/Dborrelli","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTte7VON7Wman6y6fN2gzvI5f6eQdYaRe9SiQopbDO5Lx0-o=s96-c","dateLastActive":"2023-08-08T19:48:48+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":6,"countViews":41,"score":null,"hot":3383030588,"url":"https:\/\/community.smartsheet.com\/discussion\/108661\/sheets-are-vanishing-anyone-know-why","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108661\/sheets-are-vanishing-anyone-know-why","format":"Rich","lastPost":{"discussionID":108661,"commentID":389594,"name":"Re: Sheets are vanishing, anyone know why?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389594#Comment_389594","dateInserted":"2023-08-08T19:51:08+00:00","insertUserID":164735,"insertUser":{"userID":164735,"name":"Dborrelli","url":"https:\/\/community.smartsheet.com\/profile\/Dborrelli","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTte7VON7Wman6y6fN2gzvI5f6eQdYaRe9SiQopbDO5Lx0-o=s96-c","dateLastActive":"2023-08-08T19:48:48+00:00","banned":0,"punished":0,"private":false,"label":"✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-08T14:12:01+00:00","dateAnswered":"2023-08-08T14:05:32+00:00","acceptedAnswers":[{"commentID":389485,"body":"

Does the new owner still have access?<\/p>"},{"commentID":389511,"body":"

Thanks for the tag, @Paul Newcome<\/a>!<\/p>

It does sound like that's what happened. <\/p>

When someone's account changes from a paid, licensed account to a free account, all items Owned by them are turned to read-only for 30 days. After those 30 days, the files are deleted, which would mean anyone who used to be shared to those sheets will no longer see them as they don't exist. Here's the documentation on switching to a free account. <\/a><\/p>

Support may be able to see if the sheets are in someone's deleted folder if you provide them with the Sheet URL (if you have it bookmarked somewhere) or the exact sheet name and it's the owner that's contacting them. However if the sheet is fully deleted, they may not be able to see it at all. <\/p>

Cheers,<\/p>

Genevieve<\/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":108637,"type":"question","name":"Master Sheet Using Multiple Sheets","excerpt":"Hello, I have 4 different regional templates for capturing budget information. Each template is the same format and each template creates unique identifiers called a \"Tactic ID\" for each region. I then collate the individual unique identifier line items into one Master Sheet as they get added through a workflow. The idea…","snippet":"Hello, I have 4 different regional templates for capturing budget information. Each template is the same format and each template creates unique identifiers called a \"Tactic ID\"…","categoryID":321,"dateInserted":"2023-08-07T20:28:32+00:00","dateUpdated":null,"dateLastComment":"2023-08-08T15:27:06+00:00","insertUserID":163135,"insertUser":{"userID":163135,"name":"JoannaAU","url":"https:\/\/community.smartsheet.com\/profile\/JoannaAU","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-08T14:41:54+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-08-09T00:57:43+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":42,"score":null,"hot":3382950338,"url":"https:\/\/community.smartsheet.com\/discussion\/108637\/master-sheet-using-multiple-sheets","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108637\/master-sheet-using-multiple-sheets","format":"Rich","lastPost":{"discussionID":108637,"commentID":389529,"name":"Re: Master Sheet Using Multiple Sheets","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389529#Comment_389529","dateInserted":"2023-08-08T15:27:06+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-08-09T00:57:43+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-08T14:42:00+00:00","dateAnswered":"2023-08-07T21:38:00+00:00","acceptedAnswers":[{"commentID":389374,"body":"

Have you looked into creating a row report instead?<\/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=321&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":4928,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

Trending in Smartsheet Basics

  • Is it possible to restrict certain information within a sheet based on users?

    I have admin access to a sheet that was created internally. There are other users that have access as well but I'd like to restrict certain information within the sheet to particular users. Is it possible to create a condition that will restrict certain information?

  • Sheets are vanishing, anyone know why?

    HELP PLEASE! Looking for any advice, tips/tricks, and suggestion... We have several locations who have had very important sheets created for them at the conception of their build out. Corporate originally created these sheets then transferred ownership to a member onsite. All of a sudden, those sheets just vanished and we…

  • Master Sheet Using Multiple Sheets

    Hello, I have 4 different regional templates for capturing budget information. Each template is the same format and each template creates unique identifiers called a "Tactic ID" for each region. I then collate the individual unique identifier line items into one Master Sheet as they get added through a workflow. The idea…

Help shape the future of Smartsheet.
Share your ideas and feature requests.

 Watch video