Best Practices- Creating new smartsheets on annual campaigns and events

LMW654
LMW654 ✭✭
inSmartsheet Basics

Hi There,

I'm still a bit of a newbie since I've only been using smartsheets over the past year. So I wanted to reach out to smartsheet experts like yourselves, to see if there are recommendations on some best practices that I could share with my team at my association on how they can go about easily creating a new smartsheet for events/campaigns that we manage annually.

In the past my team has used the 'Save As' feature to retitle a previous smartsheet that we managed for one of our annual events to capture important historical details like previous year deadlines, attachments and etc to use as reference points. This approach has seemed to work for the most part, but we have found that it causes some confusion with current year campaigns since not all notes, assigned individuals and etc. are completely cleared out or updated from prior year campaigns.

Do you have any best practices or recommendations that should be done when updating or freshening up a smartsheet that is for an annual campaign or event that can avoid these outdated details and/or confusion?

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Best Answer

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi@LMW654

    I hope you're well and safe!

    I'd recommend creating Master Templates where everything is as you need to start and not using the previously used one. Always start from scratch with the template.

    Make sense?

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    ✅了我的帖子(s)帮助或回答你的问题吗tion or solve your problem? Please support the Community bymarking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    https://workbold.com/

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    W:www.workbold.com| E:[email protected]| P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi@LMW654

    I hope you're well and safe!

    I'd recommend creating Master Templates where everything is as you need to start and not using the previously used one. Always start from scratch with the template.

    Make sense?

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    ✅了我的帖子(s)帮助或回答你的问题吗tion or solve your problem? Please support the Community bymarking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    https://workbold.com/

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    W:www.workbold.com| E:[email protected]| P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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@BStump<\/a> <\/p>

This method does produce separate reports:<\/p>

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.\" <\/p>

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.\" <\/p>

Thus, each report will include a filter rule specifying that only rows with its own sheet type can be included.<\/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":265,"urlcode":"Reports","name":"Reports"}]},{"discussionID":108417,"type":"question","name":"How do i set up a conditional format, when i want more than one person in the assigned to column","excerpt":"I have each assigned to person with conditional format with a color to let them know what they are assigned to work, but what if i need two or more associates to work that particular assignment, how do i set up conditional formatting for that, or would that be a formula?","snippet":"I have each assigned to person with conditional format with a color to let them know what they are assigned to work, but what if i need two or more associates to work that…","categoryID":321,"dateInserted":"2023-08-02T14:26:40+00:00","dateUpdated":null,"dateLastComment":"2023-08-02T15:27:36+00:00","insertUserID":159629,"insertUser":{"userID":159629,"name":"Genesia","url":"https:\/\/community.smartsheet.com\/profile\/Genesia","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T20:20:14+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":159629,"lastUser":{"userID":159629,"name":"Genesia","url":"https:\/\/community.smartsheet.com\/profile\/Genesia","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T20:20:14+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":25,"score":null,"hot":3381977656,"url":"https:\/\/community.smartsheet.com\/discussion\/108417\/how-do-i-set-up-a-conditional-format-when-i-want-more-than-one-person-in-the-assigned-to-column","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108417\/how-do-i-set-up-a-conditional-format-when-i-want-more-than-one-person-in-the-assigned-to-column","format":"Rich","tagIDs":[245,254,334,437],"lastPost":{"discussionID":108417,"commentID":388509,"name":"Re: How do i set up a conditional format, when i want more than one person in the assigned to column","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/388509#Comment_388509","dateInserted":"2023-08-02T15:27:36+00:00","insertUserID":159629,"insertUser":{"userID":159629,"name":"Genesia","url":"https:\/\/community.smartsheet.com\/profile\/Genesia","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T20:20:14+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,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/9VLKF1G9AO1Q\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-03T09:17:11+00:00","dateAnswered":"2023-08-02T14:42:44+00:00","acceptedAnswers":[{"commentID":388483,"body":"

@Genesia<\/a> <\/p>

I would use conditional formatting. The rules for individual people should be in the form \"If Assigned To is equal to 'Curtis Coleman' then apply this format to the entire row.\" It's important to use \"is equal to\" rather than \"contains.\" Then add a final rule (at the bottom of the list of rules): \"If Assigned To is not blank then apply this format to the entire row.\"<\/p>

With this structure and wording for the rules, rows with a single person assigned will get their individual color and those with two or more people will get the color you assign in the last rule.<\/p>

Hope this helps!<\/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":245,"urlcode":"Sharing","name":"Sharing and Collaboration"},{"tagID":254,"urlcode":"Formulas","name":"Formulas"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":437,"urlcode":"conditional-formatting","name":"Conditional Formatting"}]},{"discussionID":108415,"type":"question","name":"Creating Check out\/in sheet and form?","excerpt":"Is it possible to create a check out\/in sheet and form where the entries from the form will land on the same row? I want to create a form where people can check things out\/in on the same date. So I'd check things out the in the morning of 8\/2 and check them in at closing time. I want all the data to land on the same row so…","snippet":"Is it possible to create a check out\/in sheet and form where the entries from the form will land on the same row? I want to create a form where people can check things out\/in on…","categoryID":321,"dateInserted":"2023-08-02T13:59:28+00:00","dateUpdated":null,"dateLastComment":"2023-08-02T14:53:22+00:00","insertUserID":155551,"insertUser":{"userID":155551,"name":"mistone","url":"https:\/\/community.smartsheet.com\/profile\/mistone","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T15:19:06+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":126800,"lastUser":{"userID":126800,"name":"Kelly P.","url":"https:\/\/community.smartsheet.com\/profile\/Kelly%20P.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T16:17:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":1,"countViews":22,"score":null,"hot":3381973370,"url":"https:\/\/community.smartsheet.com\/discussion\/108415\/creating-check-out-in-sheet-and-form","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108415\/creating-check-out-in-sheet-and-form","format":"Rich","lastPost":{"discussionID":108415,"commentID":388490,"name":"Re: Creating Check out\/in sheet and form?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/388490#Comment_388490","dateInserted":"2023-08-02T14:53:22+00:00","insertUserID":126800,"insertUser":{"userID":126800,"name":"Kelly P.","url":"https:\/\/community.smartsheet.com\/profile\/Kelly%20P.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-02T16:17:14+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":"2023-08-02T15:19:19+00:00","dateAnswered":"2023-08-02T14:53:22+00:00","acceptedAnswers":[{"commentID":388490,"body":"

@mistone<\/a> <\/p>

Form entries cannot land in the same row. However, you could use a form entry to check out and then use an update request to check in. <\/p>

Hope this helps!<\/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":4908,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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