Use a System Column to Automatically Add Information to a Row

If you want to quickly be able to see who created a row, who last modified a row, the time the row was created, or the last time the row was modified, use a System column. As rows are added to or modified in your sheet, Smartsheet will automatically populate or update the information in the System column.

Note that only the sheet owner and licensed collaborators with admin access to the sheet can insert columns (this includes System columns).

IMPORTANT: If you change an existing column type to a System column, any existing cell data will be overwritten.

To create a System column:

  1. Click the drop-down arrow underneath any column's header and select Insert Column Right or Insert Column Left. The Insert Column form appears.
  2. Select Auto-Number/System as the column type.
    The Insert Column form updates to show you available auto-number and System columns.
    Insert System Column
  3. Select a System column. (See System Column Type Definitions below if you're not sure which one to use.)

    NOTE: You can use one of each type of System column per sheet.

  4. Click OK to insert the column to the sheet.

Note that the column will be empty until you click Save.

System Columns Example

System Column Type Definitions

Auto-Number: Assigns an automatically incremented alpha-numeric value to each row in the sheet. Learn more in the Auto-Numbering article.

Modified (Date): lists the date and timestamp of the last data change made to the row. Changes made to the discussions, attachments, or formatting (font color, background color, etc) are not logged in the column.

Modified By: lists the email address of the collaborator who last made a data change to the row. Changes made to the discussions, attachments, or formatting are not logged in the column.

Created (Date): lists the date and timestamp of the row's creation.

Created By: lists the email address of the collaborator who created the row.

NOTES:

  • The timestamp in the Modified (Date) and Created (Date) system column is based on your selected Time Zone in the Personal Settings of your Smartsheet account.
  • System column values are read-only for all collaborators, but you can apply formatting (e.g. background and font colors) to them manually or via Conditional Formatting rules.
  • By default, the column name will be set to the type of column you select but you can edit this as needed.

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