Only copy certain columns to a new sheet?

Pamela Wagner
Pamela Wagner ✭✭✭✭✭✭
inFormulas and Functions

I am trying to marry two sheets together, one is a new sheet for ticket intake and the other sheet has been in use by another team that has ticket information for one person but also additional information for their team. I don't want the team to have to enter in the data into the intake form in addition to their form. I know I can set up an automation to copy a row from the team sheet to the Intake sheet but the team sheet contains additional information that I don't need on the Intake sheet. Is there a way to set things up so that on the team sheet it's only copying a row with data from columns 1 - 5 and not 1 - 20?

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  • Darren Mullen
    Darren Mullen ✭✭✭✭✭✭
    edited 06/23/23 Answer ✓

    @Pamela WagnerThere's nothing in core Smartsheet.

    If you have a unique ID (like ticket number) that is in both sheets, you could use DataMesh if you have access to that or cross sheet formulas to pull in the data you want based on the matching unique ID.

    Otherwise, you'd have to use an Add-on. If you are interested in hearing about an add-on that can do this, send me a message athttps://smartsheetguru.com/contact

    Darren Mullen "Smartsheet Guru", Member,Smart Consulting Services LLC

    Get my7 Smartsheet tips here

    Author of:Smartsheet Architecture Solutions

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

    Hi@Pamela Wagner

    I hope you're well and safe!

    To add to Darren's excellent advice/answer.

    您可以使用cross-sheet公式结合either a VLOOKUP or INDEX/MATCH structure to connect the sheets, and when you update the source sheet, it will reflect on the destination sheet.

    Another option would be to use so-called helper sheets.In short, copy the row to a helper sheet and then use my method described previously to get the values you need to another helper sheet and then copy/move the row from that sheet to the main destination sheet.

    To connect them row by row, you'd use an Autonumber Column in the Source sheet and add a so-called helper column to manually add the row id on as many rows as you think you need in the Destination sheet.

    Would that work/help?

    I hope that helps!

    Be safe, and have a fantastic weekend!

    Best,

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    ✅我的帖子(s) help or answer your question or solve your problem? Please support the Community bymarking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

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    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

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

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Answers

  • Darren Mullen
    Darren Mullen ✭✭✭✭✭✭
    edited 06/23/23 Answer ✓

    @Pamela WagnerThere's nothing in core Smartsheet.

    If you have a unique ID (like ticket number) that is in both sheets, you could use DataMesh if you have access to that or cross sheet formulas to pull in the data you want based on the matching unique ID.

    Otherwise, you'd have to use an Add-on. If you are interested in hearing about an add-on that can do this, send me a message athttps://smartsheetguru.com/contact

    Darren Mullen "Smartsheet Guru", Member,Smart Consulting Services LLC

    Get my7 Smartsheet tips here

    Author of:Smartsheet Architecture Solutions

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  • Pamela Wagner
    Pamela Wagner ✭✭✭✭✭✭

    Hmm, data mesh. I've not used that and will see what it can do for me. Thanks for now!

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

    Hi@Pamela Wagner

    I hope you're well and safe!

    To add to Darren's excellent advice/answer.

    您可以使用cross-sheet公式结合either a VLOOKUP or INDEX/MATCH structure to connect the sheets, and when you update the source sheet, it will reflect on the destination sheet.

    Another option would be to use so-called helper sheets.In short, copy the row to a helper sheet and then use my method described previously to get the values you need to another helper sheet and then copy/move the row from that sheet to the main destination sheet.

    To connect them row by row, you'd use an Autonumber Column in the Source sheet and add a so-called helper column to manually add the row id on as many rows as you think you need in the Destination sheet.

    Would that work/help?

    I hope that helps!

    Be safe, and have a fantastic weekend!

    Best,

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    ✅我的帖子(s) help or answer your question or solve your problem? Please support the Community bymarking it Insightful/Vote Up, Awesome, 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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  • Pamela Wagner
    Pamela Wagner ✭✭✭✭✭✭

    Hi@Andrée Staråhope you are well too! This certainly sounds like an approach as well! I do want to learn data mesh but this might be a good option too as I don't know if you can initiate a data mesh process if you don't have a license (I can set it up but another group has to administer it). Thanks much!

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  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Pamela Wagner

    Excellent!

    Happy to help!

    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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This is going to be the general idea. You will want to replace the name of the column that you use for the date of the observation. I also didn't know the name of the third observation type or the time period.<\/p>

=IF([Observation Type]@row = \"Safety\", WORKDAY([Observation Date]@row, 2), IF([Observation Type]@row = \"Opportunity to Improve\", WORKDAY([Observation Date]@row, 14), IF([Observation Type]@row = \"Other Type\", WORKDAY([Observation Date]@row, 365), \"//m.santa-greenland.com/community/discussion/comment/\")))<\/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":107920,"type":"question","name":"How to remove text to only leave numbers","excerpt":"I have a column with numbers and letters i.e 1.1a, 1.1b, 2.1a and so on and using a simple formula to remove the letter and leave number =LEFT([SubComp#]@row, (LEN([SubComp#]@row) - 1)) which works just fine, but for some reason the Conditional Formatting does not recognize the calculated output as a number to highlight…","snippet":"I have a column with numbers and letters i.e 1.1a, 1.1b, 2.1a and so on and using a simple formula to remove the letter and leave number =LEFT([SubComp#]@row, (LEN([SubComp#]@row)…","categoryID":322,"dateInserted":"2023-07-21T15:21:47+00:00","dateUpdated":null,"dateLastComment":"2023-07-21T15:31:04+00:00","insertUserID":96691,"insertUser":{"userID":96691,"name":"gwson","url":"https:\/\/community.smartsheet.com\/profile\/gwson","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!bb_am_gUV_w!XFjMnwg6CTQ!MSWtq5sIJTM","dateLastActive":"2023-07-21T15:30:31+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"updateUserID":null,"lastUserID":96691,"lastUser":{"userID":96691,"name":"gwson","url":"https:\/\/community.smartsheet.com\/profile\/gwson","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!bb_am_gUV_w!XFjMnwg6CTQ!MSWtq5sIJTM","dateLastActive":"2023-07-21T15:30:31+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":23,"score":null,"hot":3379907571,"url":"https:\/\/community.smartsheet.com\/discussion\/107920\/how-to-remove-text-to-only-leave-numbers","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107920\/how-to-remove-text-to-only-leave-numbers","format":"Rich","lastPost":{"discussionID":107920,"commentID":386451,"name":"Re: How to remove text to only leave numbers","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/386451#Comment_386451","dateInserted":"2023-07-21T15:31:04+00:00","insertUserID":96691,"insertUser":{"userID":96691,"name":"gwson","url":"https:\/\/community.smartsheet.com\/profile\/gwson","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!bb_am_gUV_w!XFjMnwg6CTQ!MSWtq5sIJTM","dateLastActive":"2023-07-21T15:30:31+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":"2023-07-21T15:35:25+00:00","dateAnswered":"2023-07-21T15:30:02+00:00","acceptedAnswers":[{"commentID":386449,"body":"

Try wrapping it in a VALUE()<\/p>

=VALUE(LEFT([SubComp#]@row, (LEN([SubComp#]@row) - 1)))<\/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":107898,"type":"question","name":"Using MAX to get latest date by criteria","excerpt":"Hello, I am trying get the latest date in a list, subject to criteria but MAX COLLECT does not seem to work. What am I doing wrong? I have tried both a text column and a date column. =MAX(COLLECT({CQ Hours Data Range 6}, {CQ Hours Data Range 2}, Model@row, {CQ Hours Data Range 5}, Batch@row),) Appreciate any suggestions!","snippet":"Hello, I am trying get the latest date in a list, subject to criteria but MAX COLLECT does not seem to work. What am I doing wrong? I have tried both a text column and a date…","categoryID":322,"dateInserted":"2023-07-21T11:41:31+00:00","dateUpdated":null,"dateLastComment":"2023-07-21T12:14:07+00:00","insertUserID":135590,"insertUser":{"userID":135590,"name":"Jbob","url":"https:\/\/community.smartsheet.com\/profile\/Jbob","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AGNmyxY995A_sfSQHsmgUsRgqeK4EHeVdf9h7QM2bqHd=s96-c","dateLastActive":"2023-07-21T12:55:50+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":135590,"lastUser":{"userID":135590,"name":"Jbob","url":"https:\/\/community.smartsheet.com\/profile\/Jbob","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AGNmyxY995A_sfSQHsmgUsRgqeK4EHeVdf9h7QM2bqHd=s96-c","dateLastActive":"2023-07-21T12:55:50+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":35,"score":null,"hot":3379882538,"url":"https:\/\/community.smartsheet.com\/discussion\/107898\/using-max-to-get-latest-date-by-criteria","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107898\/using-max-to-get-latest-date-by-criteria","format":"Rich","lastPost":{"discussionID":107898,"commentID":386369,"name":"Re: Using MAX to get latest date by criteria","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/386369#Comment_386369","dateInserted":"2023-07-21T12:14:07+00:00","insertUserID":135590,"insertUser":{"userID":135590,"name":"Jbob","url":"https:\/\/community.smartsheet.com\/profile\/Jbob","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AGNmyxY995A_sfSQHsmgUsRgqeK4EHeVdf9h7QM2bqHd=s96-c","dateLastActive":"2023-07-21T12:55:50+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":"2023-07-21T12:14:33+00:00","dateAnswered":"2023-07-21T12:03:58+00:00","acceptedAnswers":[{"commentID":386362,"body":"

HI @Jbob<\/a> <\/p>

Thanks for the post. I have tried to recreate your example (in a simple way) to see where the issue is.<\/p>

In mine the column called Date and the column called Max per Value are BOTH Date data types.<\/p>

\n
\n \n \"image.png\"<\/img><\/a>\n <\/div>\n<\/div>\n

I have exposed the formula I have used in the last column to show how the Max per Value is coming through.<\/p>

I know this has simplified your original question, but can you see how the Max(Collect()) statement works here?<\/p>

Does this help at all?<\/p>

So in yours: <\/p>

=MAX(COLLECT({CQ Hours Data Range 6}, {CQ Hours Data Range 2}, Model@row, {CQ Hours Data Range 5}, Batch@row),<\/strong>)<\/p>

Range 6 and the column you have written this formula into must be Date fields and you have an extra comma where you don't need it! Just between the last two )). This comma will cause an error.<\/p>

Kind regards<\/p>

Debbie<\/p>"},{"commentID":386369,"body":"

Hello Debbie,<\/p>

Appreciate your help, that worked perfectly!<\/p>

Thank you!<\/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":[]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=322&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":10000,"limit":3},"title":"Trending in Formulas and Functions ","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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    Hello, I am trying get the latest date in a list, subject to criteria but MAX COLLECT does not seem to work. What am I doing wrong? I have tried both a text column and a date column. =MAX(COLLECT({CQ Hours Data Range 6}, {CQ Hours Data Range 2}, Model@row, {CQ Hours Data Range 5}, Batch@row),) Appreciate any suggestions!