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How can I archive sheets that I no longer use?

SashaR
SashaR ✭
edited 12/09/19 inArchived 2015 Posts

My team has a bunch of sheets that we do not use but we might need to reference later. Whats the best method for archiving sheets we are not using so they do not clutter up our accounts or count towards our sheet count but with the ability to access them as needed?

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  • Matt K.
    Matt K. ✭

    Here is a great blog post from the Smartsheet team on methods to archive sheets://www.santa-greenland.com/blog/tips-support-don%E2%80%99t-delete-archive-your-sheet

    Hope this helps!Smile

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  • Jim Hook
    Jim Hook ✭✭✭✭✭✭

    I routinely use Export to Excel to save sheets that I might want to refer to in the future without keeping them active and thus counting against the number of sheets I have. After exporting the sheet I can delete it or in some cases I reuse it after deleting the original data. Exports to Excel typically do not export formulas that were in the Smartsheet so you can't Import the sheet back into Smartsheet and have a working sheet again. It is possible to export the formulas by having one of the Smartsheet support people enable that on your system but that also enables it on reports which typically messes up the calculations on rows that end up in the report. I also have Smartsheet do an automatic backup download every Saturday. The backed-up sheets do not have the formulas either, just the values in each cell.

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Hey @CFT<\/a> <\/p>

Try this<\/p>

IF([Location ID]@row<>\"//www.santa-greenland.com/community/discussion/56/\", IFERROR(INDEX({Training Requests \/ Tracking Range 3}, MATCH([Location ID]@row, {Training Requests \/ Tracking Range 1}, 0)), INDEX({Completed Training Requests \/ Tracking Range 3}, MATCH([Location ID]@row, {Completed Training Requests \/ Tracking Range 2}, 0))))<\/p>

Does this do work for you?<\/p>

Kelly<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":108478,"type":"question","name":"Analyse three columns content and produce a representation of request priority","excerpt":"Hi! TIA for any advice! I have a Smartsheet fed by a user form, that provides me with bookings for a service provision. As part of the service provision request in the service booking summary Smartsheet we have a department ID of the requester in one column, a \"date created\" column, and a column that shows the user\/form…","snippet":"Hi! TIA for any advice! I have a Smartsheet fed by a user form, that provides me with bookings for a service provision. As part of the service provision request in the service…","categoryID":322,"dateInserted":"2023-08-03T15:28:13+00:00","dateUpdated":null,"dateLastComment":"2023-08-04T05:59:30+00:00","insertUserID":154724,"insertUser":{"userID":154724,"name":"JohnaP","url":"https:\/\/community.smartsheet.com\/profile\/JohnaP","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T05:58:48+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":154724,"lastUser":{"userID":154724,"name":"JohnaP","url":"https:\/\/community.smartsheet.com\/profile\/JohnaP","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T05:58:48+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":31,"score":null,"hot":3382206463,"url":"https:\/\/community.smartsheet.com\/discussion\/108478\/analyse-three-columns-content-and-produce-a-representation-of-request-priority","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108478\/analyse-three-columns-content-and-produce-a-representation-of-request-priority","format":"Rich","tagIDs":[204,254,265,292,533],"lastPost":{"discussionID":108478,"commentID":388843,"name":"Re: Analyse three columns content and produce a representation of request priority","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/388843#Comment_388843","dateInserted":"2023-08-04T05:59:30+00:00","insertUserID":154724,"insertUser":{"userID":154724,"name":"JohnaP","url":"https:\/\/community.smartsheet.com\/profile\/JohnaP","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T05:58:48+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":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-04T05:59:00+00:00","dateAnswered":"2023-08-03T15:58:41+00:00","acceptedAnswers":[{"commentID":388734,"body":"

@JohnaP<\/a> <\/p>

I have something similar to track service requests. I would suggest you create a sheet with the following columns.<\/p>

Department, Red, Yellow, Green, Blue.<\/p>

In the Department column, manually put in the 15 department names, in the other columns, use a countif formula to get the total number of each color, you can then bring those into Metrics and Graphs on your dashboard.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":204,"urlcode":"Forms","name":"Forms"},{"tagID":254,"urlcode":"Formulas","name":"Formulas"},{"tagID":265,"urlcode":"Reports","name":"Reports"},{"tagID":292,"urlcode":"Dashboards","name":"Dashboards"},{"tagID":533,"urlcode":"web-content-widget","name":"web content widget"}]},{"discussionID":108505,"type":"question","name":"How to Sum if field contains the same text","excerpt":"Hello, Could you please assist me in developing a formula that will display a grand total if a certain criteria is met? What I'm looking for is highlighted in the table's Sum field. Thank you","snippet":"Hello, Could you please assist me in developing a formula that will display a grand total if a certain criteria is met? What I'm looking for is highlighted in the table's Sum…","categoryID":321,"dateInserted":"2023-08-03T20:39:56+00:00","dateUpdated":null,"dateLastComment":"2023-08-03T23:12:52+00:00","insertUserID":158918,"insertUser":{"userID":158918,"name":"Jen K.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20K.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T08:10:43+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":158918,"lastUser":{"userID":158918,"name":"Jen K.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20K.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T08:10:43+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":28,"score":null,"hot":3382200768,"url":"https:\/\/community.smartsheet.com\/discussion\/108505\/how-to-sum-if-field-contains-the-same-text","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108505\/how-to-sum-if-field-contains-the-same-text","format":"Rich","lastPost":{"discussionID":108505,"commentID":388824,"name":"Re: How to Sum if field contains the same text","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/388824#Comment_388824","dateInserted":"2023-08-03T23:12:52+00:00","insertUserID":158918,"insertUser":{"userID":158918,"name":"Jen K.","url":"https:\/\/community.smartsheet.com\/profile\/Jen%20K.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-04T08:10:43+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":"2023-08-03T23:12:14+00:00","dateAnswered":"2023-08-03T21:59:27+00:00","acceptedAnswers":[{"commentID":388809,"body":"

Are you attempting to replicate your screenshot? If so, using this as a column formula in your SUM column will do so.<\/p>

=SUMIF([Color]:[Color], @cell = [Color]@row, [# of Hours]:[# of Hours])<\/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&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&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":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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