Schedule Daily Sheet Save

Applies to

Bridge by Smartsheet

Use this Bridge template to: 

  • Save your sheet daily, and 
  • Update the TODAY function in your formulas without needing to open or make any changes to the sheet.

The TODAY function in Smartsheet returns the current date within formulas. However, for the TODAY function to recognize what the current date is, the sheet must be updated and saved. If there is a chance that a sheet may not have enough daily activity for TODAY to update, this Bridge workflow can automatically do that for you each day.

When this workflow runs, it’ll grab the current status of the Save Sheet column. Then, to cause a change in the sheet and force the sheet to save, it’ll select or clear the box. Once those changes have been applied and saved, the workflow will update the TODAY formula.

What you need to get started

  • A sheet
    • The sheet ID
    • A checkbox column named Save Sheet
    • The row ID for a row that will always stay on the sheet
  • Bridge
    • Smartsheet integration
    • Bridge Schedule trigger
    • Bridge Workflow modules:
      • Smartsheet - Get Row
      • Smartsheet - Update Row
      • Conditional Junctions - Match Junction
      • States

Read on to learn how to set up the Daily Sheet Save template.

Getting started

To build this workflow in Bridge, authenticate the Smartsheet integration for your Bridge workspace. 

Read the steps on how to set up the Smartsheet integration for Bridge

While building your workflow, keep your sheet and your Bridge workflow open in two separate tabs. This will make navigating the build process easier!

Create a hidden field

You’ll only be using one row in the column for your workflows. So choose a row that makes sense to your process and that you know won’t be deleted. It won't interfere with any other columns on the same row, and you can even hide this column if you'd prefer.

Be sure to check the box on your selected row. Then, save the sheet.

To create the field

  1. In the sheet you want to save on a daily basis, add a column
  2. Label the new column Save Sheet
  3. Make it a checkbox type of column. 
  4. Hide the Save Sheet column.

Create a hidden field

In the sheet you want to save on a daily basis, add a column called Save Sheet and set it to be a checkbox type of column. You will only be using one row in the column for your workflows, so choose a row that makes sense to your process and that you know won’t be deleted. It won't interfere with any other columns on the same row, and you can even hide this column if you'd prefer.

Construct the basic workflow model

Before everything else, pull all the modules you need for the workflow. 

  1. Create a new workflow in Bridge
  2. In the workflow builder, use the panel to add modules in this order:
    1. Smartsheet - Get Row
    2. Conditional Junctions - Match
    3. Smartsheet - Update Row
      You’ll need two of these modules, one under each Junction path.
  3. Save the workflow.

Adding the Match Junction

When you add the Match Junction, follow these steps:

  1. Label it Check Box Value
  2. Drag a new State to the Junction path on the left. 
  3. Then, label it Clear Box
  4. Drag a new State to the Junction path on the right. 
  5. Then, label it Select Box.

This is what you should see in your workflow when you are done:

Image of the workflow model

Set up the workflow modules

After setting up the basic workflow model, start setting up the workflow modules. 

Read on to learn what to do when you set up the workflow modules.

Step 1: Set up the Get Row module

You’ll have to manually enter values in the Get Row module. Then, to fill out the remaining modules, use runtime (Run Log) data references from the Get Row results.

What does the Get Row module do?

In this workflow, the Get Row module pulls data from the row so the workflow can determine whether the Save Sheet column box is selected. 

When the Get Row module runs, Bridge pulls the row data and pushes it into the workflow's Run Log. 

From the Run Log, you can reference data in the next stages of the workflow.

  1. In the Sheet field, enter the sheet ID
  2. In the Row ID field, enter the row ID
  3. Save the workflow. 
  4. Open the Run Log
  5. To run the workflow, select Play Play icon.

Step 2: Set up the Junction Match

What do the Junction Match modules do?

In this workflow, the Junction Match module analyzes the Save Sheet column data from the Get Row module results. This module analyzes those results to determine whether the Save Sheet column box is selected. If the box is selected, the Junction Match module will follow the Clear Box path. If the box is cleared, the Junction Match module will follow the Select Box.

  1. Open the Run Log
  2. To see the test run created when you selected the Play button, refresh the Run Log.
    The Run Log entry will say Stopped. But that's expected because you haven't yet completed the setup.
  3. Locate the data references needed. 
    • Expand the Smartsheet: Get Row line. 
    • Expand the row: Object line. 
    • Expand the cells: Object line. 
    • Locate the Save Sheet column entry from the list of sheet columns. Then, expand the entry. 
  4. On the right side of the value entry, select More Options icon.
  5. Select Copy data reference.  
  6. Open the Junction: Match module. 
  7. In the First Value field, paste the reference you copied.
  8. In the Second Value field, type true.
  9. Save the workflow. 

This is what you should see in the Junction Match module when you’re done:

Image of the Junction Match module

Step 3: Set up the Update Row Modules

What do the Update Row modules do?

In this workflow, the Update Row modules will select or clear the box in the Save Sheet column.

Depending on what the data brought in from the Get Row module shows, the Junction Match module will determine which path to follow. Both paths will essentially use the Update Row module to perform the opposite action to force a change to the cell and a sheet save.

  1. Get the sheetId value from the Smartsheet: Get Row module.
    1. Reopen the Run Log.
    2. Locate the sheetId value from the Smartsheet: Get Row data.
    3. Copy the data reference.
    4. Open the Update Row module.
  2. Get the id value from the Update Row module.
    1. Return to the Run Log.
    2. Locate the id field.
    3. Copy the data reference. 
    4. Open the Update Row module.
    5. In the Row ID field, paste the reference.
  3. In the Uncheck Box path of the Update Row module, follow these steps: 
    1. Expand Cells
    2. In the Key #1 field, enter the column name Save Sheet
    3. In the Value #1 field, type false.
      In a checkbox column, false will clear the box.
  4. In the Check Box path of the Update Row module, use these steps:
    1. Expand Cells
    2. In the Key #1 field, enter the column name Save Sheet
    3. In the Value #1 field, type true.
      In a checkbox column, true will check the box.
  5. Save the workflow.

This is what you should see in the Update Row modules when you are done:

Clear box path Select Box path
Image of the Update Row module for the Clear Box path Image of the Update Row module for the Select Box path

Test the workflow

To ensure the workflow is running and taking the right actions, test both conditions. Before you start, check if the Save Sheet column in your sheet row is checked.  

  1. Open the Run Log . 
  2. Select Play Play button 
  3. Go back to the sheet.
  4. Wait until the checkbox clears in your row. 
  5. Once the checkbox clears successfully, return to Bridge. 
  6. Play the workflow again. 
  7. To see the box become selected again, return to the sheet. 

Now you’ve seen both workflow runs complete their respective actions successfully. It’s time to set up the trigger to run the workflow on a daily basis. 

If the workflow isn’t running as expected, go through each step of the setup again. Make sure every field and data reference appear as directed.

Set up the workflow trigger 

With the workflow tested and ready, you only need to set up the schedule trigger to run the workflow. 

  1. In the workflow builder, select the Trigger module. 
  2. Expand the Schedules panel. 
  3. Choose Add a new schedule.
  4. Choose a time to run the workflow each day.
    All times are in UTC. Be sure to adjust for your process needs.
  5. Choose a start date in the future for your workflow. 
  6. In the Frequency list, choose Daily
  7. Save the trigger. 

The workflow will now run daily from your start date. 

Here is an example of a Schedule Trigger being set up:

An example of the Schedule Trigger setup