DataTable FAQs

Applies to

Smartsheet Advance Package (Requires Enterprise Plan)

Capabilities

Who can use this capability

You must be an Admin or Owner of the sheet to use DataTable.

How often is data synced from a DataTable to a sheet?

DataTable checks for any new updates and pushes them to the sheet approximately every five minutes.

If I change the data in my sheet, will the sync process overwrite my change?

It depends on how you set up your connection.

If you use Add & Update mode, your connection will sync data into your sheet when a record is added or changed in the DataTable. If you make a change in your sheet and want it to match the DataTable, you must manually refresh the connection from the Table Connection Summary screen.

If you use Lookup mode, the connection will overwrite changes made in the sheet with data from the DataTable. Your sheet will always match what’s in the DataTable. Because of this, the connection will lock the mapped columns so that people can’t edit the data.

Learn more about connections

 

What data does DataTable sync to my sheet?

Currently, DataTable only syncs data into cells. It does not sync formatting, attachments, proofs, comments, or cell history.

 

Does the data sync in both directions?

DataTable syncs data one-way, from your DataTable into a sheet. It does not sync changes you make in the sheet back to the DataTable.

 

What happens if my sheet fills up?

Your sheet can fill up when the filter criteria for your DataTable connection match too many records or add additional data to your sheet.

If your sheet reaches the capacity limits of 500,000 cells, the connection will stop syncing data. 

If this happens, update the filter criteria for your connection to be more specific and remove rows from your sheet.

Once you have created room in your sheet, you can enable the connection again.

 

For a lookup mode connection, what happens if there are multiple rows in my sheet with the same unique identifier?

Each row in the sheet will have the corresponding values mapped in based on how the connection is configured.

 

For a lookup mode connection, what happens if there are multiple records in my DataTable with the same unique identifier?

The connection will use the record it finds first. Typically, that will be the record with the lowest record ID.

 

For a lookup mode connection, what happens if I change the unique identifier in my sheet?

The DataTable will overwrite existing data in the sheet cells that are mapped to the DataTable.

 

How do I create a date field in my DataTable?

When creating a new DataTable, add a field and select Date as the type. Alternatively, when you create a DataTable from a sheet, it will convert a date column into a date field in the DataTable.

How do I load dates into my DataTable?

Currently, you can load data into your DataTable via Data Shuttle. When formatting your file, you can use the ISO-8601 date format to load dates. Please note, you must include a timestamp in order for the date to be recognized correctly. For example, 2021-07-09T13:34:28Z will be recognized as a properly formatted date but 2021-07-09 and 07/09/2021 will not.

How do I filter based on a date field in my DataTable?

When creating a new connection, select a field that is of type Date and enter a date in the format of mm/dd/yyyy. For example, if you wanted to filter to records after July 9, 2021, you would type 07/09/2021. You can use the is less than, is less than or equal, is greater than, is greater than or equal, is between, is equal to, and is not equal to operators for date comparisons.

Sometimes my numbers import as strings, not numeric values. Why is that?

DataTable doesn’t interpret special characters (currency symbols, commas, percentage signs, etc) as defining numeric values; it only sees those characters as part of a text string. Use decimal places to indicate currency amounts or percentages instead. 

  • To format percentages in your data set, use a decimal without a % symbol. For example 0.5 instead of 50%
  • To format monetary values, use a decimal only. Do not use a comma or any currency symbols. For example:  15000.00 instead of $15,000.00 or 15,000.00

To have your data appear on sheets as numbers: 

  1. Set the DataTable field type to Number.
  2. Send data into the DataTable with the following restrictions:
    • Strip out commas for numeric values, For example, change 1,000 to 1000 
    • Convert percents to decimal format. For example,  change  99%  to .99  or 78.23% to .7823 
    • Strip out currency symbols, For example,  change $123.45 to 123.45