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Yes, it is live. If you see a discrepancy here are a few troubleshooting ideas : Save the report or sheet you were updating. Refresh the dashboard via browser. If you are still seeing a missing change - consider if there may be automations that may have delayed triggers to update data from another location?
Careful this same thing happened to me. When I trigger this and click run it moves literally everything in the sheet not based off of anything it seems. Looking into why this is happening.
OMG thank you. I've bees watching so many videos on how to do this and your's finally did it for me. (For some reason I originally skipped over your video in the search results, I think it's because of the thumbnail, I didn't think it would solve my issue. Might want to update it.)
We usually use Loom for our RU-vid Videos and any educational videos for our clients, but we also sometimes use Teams or edit in Microsoft's ClipChamp depending on security policies etc.
Hi. Thanks for this. One of the issues we are encountering is the max of connected boards for if we have lots of projects. Do you know of any way around this ?
This depends on licensing tier I believe - so if you are at a lower tier you can upgrade and get more boards. If you are already on an Enterprise plan, there are options - we have used PowerBI for Enterprise dashboards. You may also want to look at your solution architecture efficiency on why you need more than 200 boards....
YAY! So glad it was helpful! We will be releasing more and more Microsoft videos on Planner and Loop as they mature their program management and portfolio management capabilities.
Yes, however we often times will use a Smartsheet report with multiple sheets in it since our consultants find it easier and more intuitive to adjust data sources on the Smartsheet side then have to add new sheets into PowerBI on a regular basis.
Very Nice knowlege sharing. I do find the table in dataverse for the project but I don't find the "custmized colume" data, anyone happen to know where can I find those custmized colume data so I can use it in PowerBI dashboard.
Great call out! We literally were talking with Microsoft about this on their AMA call earlier this week. Basic is not in Dataverse and we are hoping for easier access for custom. In the meantime we've been using buckets and tags to get the reporting we need - but agreed custom columns in dataverse are needed!
Hi Shola - you could create a base for a project that serves as a template, then duplicate that for each project. That is different than assigning one or more task lists to a project, though. This is much more flexible in Teamwork.
Sorry if I sound gruff, but your section on resource planning offered nothing. First, you should have acknowledged that Smartsheet does not offer resource leveling. Then, you went on to say that you didn't know of any tool to address that issue. Was your conclusion that every few weeks an organization needs to redo their resource planning? I'm confused.
this is what PMO’s do. you asking is really revealing. I worked in a large PMO group and we had to check resources weekly if not DAILY. I can see why you would be confused.
We would love Smartsheet to have more resourcing capabilities like leveling and additional baseline functionality, but we have found work arounds and options that do not require full rewrites every few weeks :) At Echo we talk a lot about capacity planning and resource management organizational maturity For example : Crawl : Project Team Identified, Roles/ Responsibilities, High-level effort estimates by team / role Walk : Approval of ‘Named’ Resources, Forecasted Effort for Approved Projects, Actual Time Tracking Run : Individual Resources and Effort estimates assigned at task level, Forecasted effort for projects prior to approval, Governance / Prioritization methodology established Major issue for most PMOs and yes, lots of tools handle it in different ways (or don't handle it), but solutions for resource management and capacity planning require a combination of people/judgement, process/methodology and technologies.
You can configure what columns/fields show up on the card. Click on the gear icon! - More functionality coming soon as Smartsheet rolls out boards vs just cards
Thank you! It is always good to weigh the pros/cons of managing multiple forms instead of using conditional logic to show and hide fields. It typically comes down to whether the order of the fields matter, and if the form admins are the same or different.
There are many template sets in the Smartsheet solution center. Unfortunately Smartsheet doesn't allow partners like us to post templates in their Solution Center. www.smartsheet.com/marketplace/partners/echo-consulting
You can pull a metric from a sheet, or you can do a chart from a report. Often times we will pull a metric from a sheet, but when you click on the metric widget on the dashboard have it open a report. Hopefully that answers your question, but if not, please provide a bit more context and hopefully we can help!
1. Is it possible to give read-only access to some members of the plan (in the planner plan 1) ? I don't want anyone to edit the plan and mess up a neatly planned project. I'd rather keep 1-2 members who can progress the tasks, and the other members to only view the tasks. 2. If the above case is true, then do we still need to buy planner plan 1 licenses for all members or only for those members who require write/edit permissions?
1. Hmmm, we've used work arounds in PowerApps and PowerBI reporting for leadership / roll-up reporting where you don't want individual users to edit tasks. I don't believe that Microsoft has rolled out view only permissions to Plans yet. - side note, We have been advising to use M365 groups vs Teams in some cases to help with rights/access management. It depends on the scenario / use case though. 2. Microsoft is always adjusting their licensing models, however, at the moment, basic plans are included in Teams, so you will only need licensing IF you are using premium plans.
Hi, I have set up an automation to move a row once a check box is checked but it is not moving on its own and when I go to the automation and select run now it moves every row whether the box is checked or not. Any advice?
Do you want to share a screenshot of the automation? It may be a conflict in your logic, but without seeing how you set up the automation, we can't be sure. We don't have any reports from our clients of issues with the move row automation, and we use it in a lot of our Smartsheet implementations. Hopefully you found a resilient solution!
YES! Power Automate integrates with Smartsheet directly now. Lots of great use cases but make sure you have a clear plan for single source of record and whether it will update bi-directionally or only in one direction.
Yes and No. It really depends. There are cases where you have to update metrics sheets to include more values explicitly, however there are formula work arounds and skipping blanks etc that can help make it more resilient to change. Sometimes we use a report off of a metrics sheet or something along those lines... Smartsheet often upsells their Pivot Table Add-on for organizations that have lots of use cases of this sort. We've also used other add-ons to work around this use case like DataMesh and Dynamic View, etc.
Great video. So this lets me ADD a Kanban card view to my dashboard. But what if what I actually want is totals (report) from that Kanban board. Maybe I just want to have a chart that looks at my Kanban board and pulls in the Total # of cards based on status (open/closed/blocked). Maybe I want another frame on the DB that shows how many were High Priority or by country or product. And then have it all update in real time so as Kanban cards are updated, the DB updates. I presume I have to build reports at aggregate the Kanban cards and all the intended fields I want summarized/totaled and then go add those reports to my Dashboard. Is this relatively easy or hard when try to build charts like this when the base method is Kanban cards (not sheets). Then I start thinking about trending and I worry my dashboard can't show me trends because it will always be pulling the current state - not the state we were in last month vs last week vs today. Thoughts? Thanks in advance
Kanban boards are just a view of the sheet/table, so yes, typically we use reports for the Dashboard charts / metrics, but the card view when we want to see them explicitly on the dashboard. We use a current week and previous week formula to capture some of the metrics and keep it resilient / up to date. Hope this helps!
Great video. So this lets me ADD a Kanban card view to my dashboard. But what if what I actually want is totals (report) from that Kanban board. Maybe I just want to have a chart that looks at my Kanban board and pulls in the Total # of cards based on status (open/closed/blocked). Maybe I want another frame on the DB that shows how many were High Priority or by country or product. And then have it all update in real time so as Kanban cards are updated, the DB updates. I presume I have to build reports at aggregate the Kanban cards and all the intended fields I want summarized/totaled and then go add those reports to my Dashboard. Is this relatively easy or hard when try to build charts like this when the base method is Kanban cards (not sheets). Then I start thinking about trending and I worry my dashboard can't show me trends because it will always be pulling the current state - not the state we were in last month vs last week vs today. Thoughts?
I must have a very specific use case that no one does because so for 100% of the videos I've watched do not help or do not have enough detail. I need to "upload" fields from an excel sheet to a Smartsteet so I can track responses from multiple excel forms filled out that are in a location with unique names. (Basically someone fills out an excel form and submits it. It goes to a mailbox. I need Smartsheet to see the new file and send out an email to have someone review the form and approve. I guess no one does this. My work has users locked out of admin. privileges for installation of programs, so I need to be able to present a good case to spend and have IT download/ install this on my system. I have Smartsheet and Office D365 in an Enterprise environment.
I think there are several ways to solve for what you are looking to do, but it may not be Data Shuttle - it may be Power Automate, or a combo depending on the specific triggers you need. We have definitely added rows in Smartsheet based on emails in a shared box. We have also added meetings and other components in Outlook from Smartsheet, etc. If you'd like to discuss an engagement for specific support, we are happy to meet with you! We can also put your request on our video backlog. All the best!
I can't seem to get a Premium plan to show in Loop, it doesn't show up in Recent Plans when going to add. Have you verified this should work? Thanks for the vid!
Thank you guys for posting this video, always help whenever I get stuck. Smartsheet is a massive SaaS platform and it gets easy to forget unless your knee deep in it every single day.
Is there a way to move the entire Q2 section to a different project listed on the left? I want to make folders on the left that say design in progress, waiting for sample, in production, etc. Once one design is done, I want to move the project to the waiting for sample project. We create hundreds of products so I want them in different folders/ projects to make it less cluttered. I do like how you changed the tasks. However I also wanted the Quarter 2 title and all the tasks underneath it to move. The Quarter 2 title would be the product name, like "Turtle Plush" Also is this feature of switching the project in the free version?
On the chart when you added Project Name, and it created "Count of Project Name" can you edit that if would rather it was Sum of Projects? I want to know the sum of values, and it is giving me the count. Thanks!
Yes, you can use the "Summarize" option for Count, Sum, Average, Min, Max in reports. Each column can be Summarized uniquely, with the Groups ("Group by") providing the roll-up values. Reminder / FYI - if there are rows without values, they do not get counted or summed, which is why our consultants train to use a column where every row has a value in that column so that an accurate count is provided.
Awesome instruction! I made it to work in my practice sheet! Although i have a question, How to let Metric Sheet' data automatically update, after changes are made in the referenced sheet? I've tried to make some update on the main sheet, but the Metric did not change.. The only solution i could come up with is by updating the Formula to have the same formula over again and refresh the sheet. Is there any other way?
Hmmm, it should push after you save the underlying sheet data and refresh the dashboard. Sometimes we use a date record automation to record a date every day in the metrics sheet so that the sheet refreshes. I may be missing something since you mentioned repeating the formula, which I'm not sure why that would help / be necessary.... Perhaps a bit more context?
Great question! I haven't found a straight answer from the Microsoft sites on this but I have been testing. Right now, it is possible to assign someone a task from a Premium Plan who does NOT have an extra license. I.e., they don't have the option to "create" a Premium plan when they try to create a plan from Planner in Teams but they CAN see and edit tasks that are assigned to them from Premium Plans.
Thanks for the detailed video and appreciated your efforts. I have scenario- I have 10 different sheets with individual data and same structured fields. Consolidated all the details with reports and how do I create a metrics? Currently cannot reference the report for metric calculations. Is there any suggestion?
Hi @ganeshap23 - Glad to hear you liked the video. We have another video on metrics that may help you further: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE--A6dzcbD3LA.html
The delivery of this tutorial was one of the best I've ever seen on RU-vid. So many tutorials will spend way too much time explaining things the long drawn out way. This channel will now be my go to channel for all things Smartsheet.
did you use a specific template for this or did you manually created most of the columns? for instance: problem to solve/opportunity, proposed solution, etc. i wonder if there's a template that has most of those columns already
Hi @JenniferSlack12 - unfortunately, ClickUp went through a big revamp after this video was filmed and, for some reason, this setting does not exists anymore.
Hello and thank you for your video. I have a question, though, as my formula is not working properly. At 2:20 in the video, you search the TODAY Function in the top left of the screen and it pulls up the reference to your source sheet. Is there a TODAY Function formula in the column you are referencing on the source sheet? I have tried this formula/function numerous times and it does not come up the way yours does.
Hi I don't suppose you can show how to display the successor task name please? I've seen it on another video using the =JOIN(DISTINCT(COLLECT function, but I can't understand the logic and keep getting Incorrect Argument Set. Any help gratefully appreciated.
Hi @donovanvaz3289 - for more information, please check out this thread from the Smartsheet community: community.smartsheet.com/discussion/84257/successors-testing
We are sorry to hear this video wasn't helpful for you. Unfortunately Smartsheet doesn't offer full Version Control / ability to roll -back, so we are only demoing what is available out of the box in Smartsheet currently. In addition to the ways mentioned in the video, there are 3rd party back up tools for Smartsheet now, and we have some of our clients that have built out back-up functionality for critical sheets, but we are still waiting for Smartsheet to fill in this critical functionality gap. All the best in your adventures! Onwards & UPwards!
Hey there, I just watched your video and I'm curious if you have a method for importing a sheet from multiple folders within one workspace. I have a control center system and I need to bring in a tracking sheet that exists in each project folder into the BI model. I know I can manually select the sheets and then merge the tables after some cleaning, but have you figured out a way to do this in Power BI that can handle adding new sheets to the model as projects are added? Or would it be better to create a report first with the data, and then load the report into Power BI? Thanks!
Great question! I'm working on the best way to bring in new sheets from Smartsheet into PBI but it will probably require an additional Flow through Power Automate. But, as you said, an easier option is to just use a Smartsheet report as a source for Power BI - it will behave the same way as any table in Power BI and then you can manage all the source sheets/workspaces and filters through Smartsheet.
If I'd like to group by dates, I don't want to have to add lots of future dates to a metric sheet. So, it seems like my best chance is to just make many reports with all the different groupings I'd need. Any advice on getting useful line charts in smartsheets that show the data grouped by date in different ways?
This video does not cover "how to integrate data between multiple sources (like your CRM, ERP, or any other system that can export to Excel or CSV)", the data is already in Smartsheet! So how did you actually get the data from a CRM et al?
Yes, in this video we were showing how to offload and upload data via Data Shuttle. The Offload function in Data Shuttle is from Smartsheet data, but the Upload is usually from other systems such as CRM, ERP, HRIS, etc. There are also specific connectors built by Smartsheet for Jira, Salesforce, and Microsoft Dynamics that enable one direction or by-directional syncs. PowerBI and Tableau also connect in easily. Bridge by Smartsheet also offers integration with other API enabled CRMs, ERPs, etc. Additionally, we often use 3rd party integrators like Zappier etc to set up flows between systems. For example, for Hubspot CRM or Quickbooks / Sage, etc. There are a lot of different use cases for integration. Thanks for the comment and also - if you'd like to discuss more, happy to do a quick meeting to try to point you in the right direction.
