Using Workflows to Populate Cell Values

Quinn Ehle

Hi,

I'm trying to use workflows to auto-populate a Date Column. Example:

When "Work Order State" changes to "Scheduled" populate a system time-stamp in "Scheduled Date".

Is this possible?

Thanks,

Quinn

Purnima Gore

Hi@Quinn Ehle

I used the following method and it appeared to work.

Used Auto-Number System field and use Modified Date (as it also gives you a time)

Then create an automation where when the work order status changes then lock a field. As soon as the row is changed, the time stamp appears so the way to make sure that the schedule date is captured is to lock the field. The only person that can change the information in the field is the sheet admin

All the best

Purnima

Quinn Ehle

Hi Purnima,

Thanks for your answer - I can't lock the rows, since they act as the root record for the lifecycle of the work order. I'm hoping there is some functionality to just capture the date/time of the 'trigger' (in this case the Work Order State changing to 'scheduled').

Thanks,

Quinn

Andrée Starå

Hi@Quinn Ehle

To add to Purnima's excellent advice/answer,

Please have a look at my post below with a method I developed.

More info:

Hi all,<\/p>

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

I've developed a solution that lets you store the date or value.<\/strong><\/p>

You'd use the copy-row automation and a VLOOKUP or combination of INDEX\/MATCH to make it work.<\/p>

We'd trigger the copy-row to another sheet and get the created date\/other value and then use the VLOOKUP\/INDEX\/MATCH to get it back to the main sheet in another so-called helper column. As long as you have a unique id\/value that we can use, it will work.<\/p>

Also, this opens up more options with auto-numbering and similar.<\/p>

Depending on other workflows, you could reuse one sheet for multiple workflows.<\/p>

I hope that helps!<\/p>

Let me know if you have any questions!<\/p>

Stay safe and have a fantastic day!<\/p>

Best,<\/p>

Andrée Starå<\/p>

Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p>","bodyRaw":"[{\"insert\":\"Hi all,\\n\\nI hope you're well and safe!\\n\\nI've developed a solution that lets you \"},{\"attributes\":{\"bold\":true},\"insert\":\"store the date or value.\"},{\"insert\":\"\\n\\nYou'd use the copy-row automation and a VLOOKUP or combination of INDEX\\\/MATCH to make it work.\\nWe'd trigger the copy-row to another sheet and get the created date\\\/other value and then use the VLOOKUP\\\/INDEX\\\/MATCH to get it back to the main sheet in another so-called helper column. As long as you have a unique id\\\/value that we can use, it will work.\\n\\nAlso, this opens up more options with auto-numbering and similar.\\nDepending on other workflows, you could reuse one sheet for multiple workflows.\\n\\nI hope that helps!\\n\\nLet me know if you have any questions!\\n\\nStay safe and have a fantastic day!\\n\\nBest,\\n\\nAndrée Starå\\n\\nWorkflow Consultant \\\/ CEO @ \"},{\"attributes\":{\"bold\":true,\"link\":\"https:\\\/\\\/workbold.com\\\/\"},\"insert\":\"WORK BOLD\"},{\"insert\":\"\\n\"}]","format":"rich","dateInserted":"2020-05-24T11:36:34+00:00","insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-07-28T15:14:40+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":true,"showPostLink":true,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/68589\/lock-or-store-date-value-solution-without-using-zapier","embedType":"quote","name":"Lock or Store Date\/Value Solution without using Zapier"}"> https://community.smartsheet.com/discussion/68589/lock-or-store-date-value-solution-without-using-zapier

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå| Workflow Consultant / CEO @WORK BOLD

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