Sure - if this is a consulting request please head to schoolofsheets.com/workwithus to submit an inquiry. If not please elaborate on what you need and I'll offer whatever help I can!

Hey there. The mapping is pre configured, so the fields you select to go into the PDF will always go in there. If any of those fields are blank the PDF will just be blank for those fields. If you want the PDF to adjust based on the fields that have data you would need to create separate mappings for each possibility and select the appropriate mapping to use.

@@SchoolofSheets I have another question. Is there a way to send a automated Generated document via email automatically?

@@CJ-gt2qi Yep! Create a notification triggered by when an attachment changes. You can also follow the instructions in this video kzbin.info/www/bejne/nWrIkqNues95iqs

Thanks for watching! Sounds like you know your stuff 😉

Unfortunately there is not a way to do that. The closest solution I could recommend would be adding a paperclip emoji 📎 at the beginning and/or end of your subject line, and/or adding some text there like "📎 Attached: [Subject here]"

You're welcome! Update requests are not configurable in that way unfortunately and this is the only reliable way to *always* have attachments available in emails unless you were to use the API to develop some more advanced solution.

I would suggest copying the formula in the video exactly, including column names, and then adjusting your column names after!

Knowledge is power!

You're welcome! Thanks for watching and the positive feedback.

You're welcome! Are you referring to something that happens in the video specifically (if so, at what time?) or are you asking a separate question (if so, can you please elaborate on the process you use/are envisioning and what you want the output to be)? In any case, there is a TIME() function which may be helpful, it is a newer function that I have not used much personally myself. You can also use automated workflows to copy rows to another Sheet based on certain conditions and this would create a time stamp of when that occured via the Auto (Created) column in the destination Sheet. That data point could be referenced via a lookup formula to determine when something happened in a row and/or the elapsed time between multiple actions (i.e., whatever constitutes "start" and "finished").

Happy to help!

There is no native automation to print a document, but it is likely possible with the API and/or using another tool.

Haha, small world!

Sorry if it's fast, I personally prefer videos that are efficient and to the point so I try to do this in the videos. You can always slow the video down in the settings, but I will do the next one a little slower! Thanks for the feedback :)

Thanks. Isn’t the velocity it’s self, but we can’t see some information. For example, you didn’t show the formula or how you click and select multiple rows automatically. Basic questions, sorry, but useful to beginners like me. Btw, thanks for prepare this video! I have sure that helped a lot of people!

I love Smartsheet conditional formatting, perhaps because I am so used to it. Excel is a great tool as well of course.

Thanks so much for the support! Please let me know if there are any topics you'd like to see covered. :)

haha happy to hear it!

This is shown starting at the ~18 minute mark!

Happy to help! You can accomplish this by using a Contact column and inputting your coaches in the row. If they all get the same document then use a multi select contact, if there are individual differences use separate columns for each. In the automation builder select "Contacts in a cell" as the recipient and select the column(s) with the appropriate coach(es)!

You're welcome! Yes you could set this up, the "Due Date" column should have a formula so it moves up a year consistently and then you can send an automation based on that date approaching.

Thanks for the feedback! I try to make the videos efficient to watch but I will try slowing down a little.

This is really nice actually, thanks for sharing. There were a couple of minor errors I had to fix though to get the below (extra bracket and a missing @row): =IF(COUNTIFS([Primary Ref]:[Primary Ref], [Primary Ref]@row, [Date Field]:[Date Field], <=[Date Field]@row) > 1, "Duplicate", "Unique")

Hello John! You can find information on the Smartsheet API at smartsheet.redoc.ly/. To implement this you will need coding knowledge. Unfortunately this is not something I can answer in a KZbin comment and actually don't know how to do myself (we have developers that do that, but personally, this is not in my skillset). GitHub is a good resource for crowdsourcing coding questions. Thanks for watching! Dan

Good point - I would instruct them to not submit the update until they no longer need to access the attachment. You could also re send it whenever it is received in the event someone submits it so that they will alway have an accessible option.

Thank you! Smartsheet does many things very well but yes, this is not one of them and this was the easiest way I could manage to completely automate this in a logical way. However, it would be much simpler to semi-automate this (i.e., flag all duplicates and then check a box for the one[s] you want to remove, something like that). You could also use Zapier or the API for a more "simple" solution (depending on how you define simple).

You're welcome! Thank you for commenting! :)

Thanks! Let me know how it goes :)

Yes! This is actually a built in feature. If you generate the same document multiple times in the same row it will have a V# and you can click that to open the history. See these resources for more info help.smartsheet.com/articles/2481651-generate-documents-from-sheet-data help.smartsheet.com/articles/518404-deleting-editing-versioning-attachments

There is very limited formatting options in automations. The "open requests" is built into update requests specifically.

Happy to help!

I used an automation and put the condition if created by column is in the last two days

Are you referring to a standard web form (one that creates a new row) or an update request form (one that modifies an existing row). The answer will be different depending on which option as well as what else may happen in your Sheet. For a standard web form, you could certainly use the Date Created column. You could more easily visualize this with a separate column that has a formula and can check a box or something visual if the form was submitted within 2 days. Be careful with the created column though as anything submitted after 5PM (honestly I forget if it is based on your account time zone or PST which is where Smartsheet is based) will be considered to be the following day. There is an option in web forms to make users sign into Smartsheet to submit it. This is the only foolproof way to see who submitted a form.

Yes, exactly the same way I did a set up. However I put the condition as in the next 2 days. I have to make sure that user's request must passed the 48 hours then the action should be take place

Yes there are a few ways to do this. If your Statuses always go in order (e.g., Status 1, Status 2, Status n-1, Status n) you could use a formula in the "Last Status" that reads "Status" and displays the previous option, something like: IF(Status@row="Status 2", "Status 1", IF(Status@row = "Status 3", "Status 2", {{additional IF() statements as needed}}. If your Statuses can go in a variable order and are not predictable (i.e., From 1, to 2, back to 1, to 3) you could: 1. Set up a copy row automation to a different Sheet every time "Status" changes 2. Use a cross sheet formula in your "Last Status" column that looks at the destination Sheet of the above automation. You would use a formula that takes in the 2nd most recent option (since the most recent option will be the same data). I've never actually done this exact use case (i.e., pulling the 2nd most recent), but I would start by trying something using INDEX(), perhaps INDEX(MATCH()), a variation of MAX(COLLECT()) with some adjustment. So I'm sure this could be done but it would take some creativity to get a formula that will do exactly this. If you added a step before modifying "Status" that triggered the copy row automation this would make the formula a lot simpler as you could just use a MAX(COLLECT()) with no need to adjust. I prefer to use less manual steps and more automation but the choice is yours!

Thanks sir, Great help Can I have your contact info.

@@deepanshusharma5630 Happy to help! For consulting inquiries please go to schoolofsheets.com/workwithus

Thank you! Like Einsten said, "Science should be as simple as possible, no simpler."

Hey there! Unfortunately I don't think it's possible. You can reposition the order of the days (which one appears first) by going into the project settings. It might look better to make Monday the start of the week rather than Sunday, but that's about all you can do with it.

This one took my by surprise as well how complicated it ended up being to get the entire workflow, but the nice thing is once you set it up it is good to! Thanks for the comment :)

Thanks for the great feedback!

Automations are always sent out with row specific data. When you create an automated workflow that gets sent to an email (e.g., notification, update request, approval workflow) there are a few options you can select from regarding who the email will be sent to. One of these is to send it to a contact in a cell, and this is what you would select to get the outcome you've requested. You also have the option to select what information from the row (which columns) to include. This is shown in a follow up video you can find at kzbin.info/www/bejne/nWrIkqNues95iqs

I'm not entirely sure what you are asking. I believe you are asking if you can copy a cell formula that includes @cell within the formula reference criteria? If that is the case I would simply test a move or copy row automation and see if your formula populates in your destination Sheet. If the formula you are using can function as a column formula I would use the exact same formula in both the source and destination Sheets and it will function the same way. If this is not what you are asking feel free to reply with clarifying information so I can give a better answer.

@@SchoolofSheets Thanks to respond. I mean a kind of link between cells from different sheets but automatically.

@@jairom.lopeztapia2251 To automatically create a link between cells I'd suggest using an INDEX(MATCH()) formula or the premium application DataMesh. The best solutions will depend on what you are trying to accomplish specifically.

I believe you are wondering how to write a formula that will display the colored Project Health icons. This is actually very doable and is doable in any symbol column. The first thing to understand is every symbol has a text value associated with it. For the Health icons these are: "Red", "Yellow", "Blue", "Green" and "Grey". Note it is not possible to use all of these at the same time since you are limited several options with 3-4 choices. You can figure out the text value of any symbol by populating a cell with a symbol and then making a formula in a separate Text/Number column that equals the cell with the symbol in it. So to use a formula that will output Project Health Icons: 1. Create a symbol column and select the Project Health icon set you want to use, 2. Write your formula in such a way that the output values correspond to the text value of the icon you want to display, for example "Red". And you need to include the quotes since this a text value AND it needs to be capitalized (I am 95% sure). For example, let's say you have a sheet with columns titled: 1. Name (text/number) 2. Status (strict single select dropdown with options "Completed", "On Track", "Overdue", "Not Started") 3. Health (RYGB icons) And let's say you want the "Health" icon to change colors based on what is selected in the "Status" column as follows: 1. Completed = Blue 2. On Track = Green 3. Overdue = Red 4. Not Started = Yellow The formula in the "Health" column would be: IF(Status@row="Completed", "Blue", IF(Status@row="On Track", "Green", If(Status@row="Overdue", "Red", IF(Status@row="On Hold", "Yellow)))) You could also make a version of this formula that defaults the column to a Yellow Symbol if no value is selected by using IF(Status@row="Completed", "Blue", IF(Status@row="On Track", "Green", If(Status@row="Overdue", "Red", "Yellow"))) Note that I am writing this formula off the top of my head without a Sheet so there might be some minor typos that cause an error, but this is the general strategy for using formulas in symbol columns to output symbols based on logical statements.

Thank you so much!

Smartsheet is the COOLEST! The reverse is kind of possible. Not exactly as in you cannot literally have a document used to populate data into a Sheet. However, you could create a web form that someone could fill it and this would populate a Sheet. For example, I have one for potential new clients which you can see at schoolofsheets.com/workwithus. In this case, the form itself would not be attached it would just populate a Sheet. You could best accomplish what you are describing by: 1) Having someone fill out a web form to capture the data you want, 2) Having an automation set up to put the information you got into a PDF (shown in this video kzbin.info/www/bejne/jHaQgK13dq6maNU). The end result of this would be a row in a Smartsheet Sheet with a document attached containing the information from your form.

@@SchoolofSheets thanks so much! and thanks for the quick response!

I'm assuming you are asking if you can do all of this in a single checkbox column. Possibly, it would be an extremely complex formula and might not even work. The challenge is to flag all but ONE duplicate. It's easy to do what you described (it's in this video) but it will remove all values leaving you with nothing. Also, you cannot delete rows via SS automation hence the need to move them to another Sheet as shown here.

This is not a question I would be able to answer without looking at your process, but there is very likely a way to handle a large volume of requests. There is a Pivot app you might use to "move columns into rows." There might be potential with automations, form logic, different column types as well to manage the workflow. Also, the column limit in a Sheet is 400 so you would not be able to create 1,000 even if you did want to.

You can use an IF() formula to change symbol columns based on values in other columns. For example, something like the below formula will turn the RYGB symbol column Blue if $ Complete is 100, Green if it is greater than 0, and Yellow if it is 0: =IF([% Complete]@row=1, "Blue", IF([% Complete]@row > 0, "Green", IF([% Complete]@row = 0, "Yellow"))) This is a simple example but you can make it change based on a number of conditions and control for things like bad data, blanks, etc.

@@SchoolofSheets thank you for this formula. How can I modify it to accept ranges like you said in your video clip? for example if % Complete between 50% and 70% I want to show the yellow symbol and if greater than 70% green, and less than 50% yellow, and if zero show red

I did this formula but I get (#UNPAREABLE) =IF(Progress@row = 1, "Blue", IF(Progress@row >= 0.5, "Green", IF(And(Progress@row < 0.5, Progress@row > 0), "Yellow"), IF(Progress@row = 0, "Red")))))

@@eshmais You mention wanting "Yellow" to appear if % Complete is both between 50-70% as well as less than 50% which would be captured by simply being less than 70%. Did you want a different color for one of these options? Anyways, as requested this would work: =IF([% Complete]@row = 0 , "Red", IF([% Complete]@row < .7, "Yellow", IF([% Complete]@row >= .7, "Green")))

You might need to sign up for the Smartsheet early adopter program. Smartsheet.com/eap

It is one of those seemingly simple things - Smartsheet chose the behavior to only include attachments that are part of the triggering conditions of the notification. So standard notifications *can* include documents but this is only some of the time and might not be all of the documents attached to a given row.

@@SchoolofSheets Thanks for the warning

Yes - you cannot select a subset of documents to send out in your notifications/update requests. You would need a different Sheet structure (e.g., each row is one Employee) to accomplish this or perhaps house your documents in a different program more designed for file management.