Automatically move a row to another sheet when conditions are met.
USM Content
To create a move row workflow:
- Go to Automation > Create from template...
- In the Sheet change section, select Move a row to another sheet when specified criteria are met > Use Template.
- Enter a name for your workflow.
- Configure what triggers the workflow.
Select the sheet where you want to move the row to.
For the destination sheet to appear in the dropdown, you must have Admin permissions to it.
Learn about workflow permissions.
Make your automation workflows smarter
Be precise about your trigger
You may want rows to be moved to another sheet when a specific change is made, when a date is reached, or on a recurring basis. See Trigger blocks: When your workflow is executed, to learn how to control these criteria.
Control what action happens with conditional paths
When your workflow is triggered, you may want the row to move to different sheets based on your set conditions. For example, when you mark a task as ready for action, the workflow automatically moves the task to a different project sheet based on the department to which you've assigned it.
You can add Condition blocks to control where a row moves based on the conditions met.
Keep in mind the following
Moved rows added columns to the destination sheet
Any column in the source sheet that isn't present in the destination sheet appears automatically. To avoid this, ensure the column names and properties are consistent between the source and destination sheets.
New columns appear on the rightmost side of the destination sheet.
System columns must be the same type
If a system column in one sheet has the same name as a non-system column in the other sheet, the workflow is deactivated, and you receive the following message:
If your workflow becomes deactivated with the above message, you must rename the affected system column.
If system columns exist in the source and destination sheets, their names don't need to match. The values transfer to the destination sheet based on the column type, rather than the column name.
Sheets have size limitations
If a move rows action causes the destination sheet to exceed its maximum size, no rows move to that sheet. For Smartsheet size limitations, see System Requirements and Guidelines for Using Smartsheet.
Once the sheet reaches the row limit, the workflow is deactivated, and you receive the following message:
Before you can reactivate the workflow, you may need to change the destination sheet, delete rows, or manually move rows from the destination sheet to a different sheet.
Rows move on behalf of the sheet owner
In the Activity Log, rows that moved automatically indicate that Smartsheet Automation, on behalf of [insert sheet owner name], performed the action.
You can see the moved cell data, but you can't see which sheet the row was moved to or from. Review the setup of the Move Rows action in your workflow to determine which sheet the row was moved to.
See View changes made to Smartsheet items for more information about Cell History and Activity Log.
To avoid creating endless loops, Smartsheet doesn't initiate the Move Row action when the trigger cell includes cross-sheet formulas or is linked to other cells. To work around this, use time-based automation or recurrence workflows.