Work with your data in table view

Who can use this?

Plans:

  • Smartsheet

Table view is newly released and continues to evolve. We're actively improving it, so stay tuned for updates and enhancements .

Edit cell data

Double-click a cell to edit it.

You can also use drag-fill to quickly fill a range of cells with a series of numbers, dates, or a text string ending in numbers that’s either sequential or an evenly spaced interval. 

Drag the bottom right corner of a selected cell or cell range. If you choose only one cell, the content duplicates. If you select two or more cells, the content follows the sequence if there’s an identifiable pattern. 

Learn more about using drag fill to edit cell data.

When you set up dependencies on your sheet, you can update task dates and durations directly in table view, including tasks with predecessors.

You can edit these fields in table view directly on the sheet, but not in the Details panel.

View and edit record details

The Details panel opens all row fields in an editable panel on the right side of the screen. Using the Details panel, you can easily edit multiple fields rather than scrolling through multiple columns to edit the row information.

You can open the Details panel by using one of the following options:

  • Select in the primary column
  • In the row options menu Data Shuttle kebab menu , select Edit details.
  • Double-click the row number.

The Details panel opens on the right side of the screen so you can make any necessary changes. 

Your updates save automatically. Updates from other users appear in real-time as you view and edit in the Details panel, so you're always aware of the latest data.

editrecordsdetailpanel

View cell history

Use the Cell history panel to view a log of all changes to the particular cell.

  1. Right-click the cell
  2. Select View cell history.

The panel that opens displays the changes made to the cell and the author, as well as the time and date of the changes.

view cell history table view

View activity log

Select the activity log icon  Activity.  on the toolbar to open the activity log. 

Edit dependencies

If your sheet has a start date and end date column, then you can toggle on dependencies in sheet settings  Adjust settings. . When you activate dependencies on your sheet, you can update task dates, durations, and predecessors directly on the sheet in table view.

You can edit these fields in table view directly on the sheet, but they're not editable in the Details panel.

To edit predecessors, begin typing in the cell. Other row options appear based on syntax. Select the option you need as the predecessor for the row, and use the dropdown menu to change the dependency relationship as needed.

  • Finish to Start - the predecessor task needs to be finished in order to start the one on the row
  • Start to Start - the predecessor task needs to be started in order to start the one on the row
  • Start to Finish - the predecessor task needs to be started in order to finish the one on the row
  • Finish to Finish- the predecessor task needs to be finished in order to finish the one on the row
  • Add lag time (in working days) if needed

As you assign predecessors, start dates, end dates, and duration values update automatically. You can have multiple dependencies for each row if needed. 

Edit dependencies in your sheet in table view

Formulas 

Use formulas to calculate numeric values or automate aspects of your sheet. You can create formulas, for example, to sum a range of expenses, or to check a box when you enter a specific value in a field.

To add a formula to a cell:

  1. Select the cell
  2. Select Formulas in the toolbar
    1. Select Write syntax to use the formula syntax.
    2. Select Build with AI to use plain language to describe the formula you need. AI creates and gives you a suggested formula syntax.
  3. Select Apply. 
    Use the drop-down arrow to apply to:
    1. The cell
    2. The column
    3. Create a new column

You can also open the formulas panel by typing a = in a cell, or selecting the tooltip on a cell with an existing formula.

Ai formula panel in table view

To manage and create cross-sheet references in formulas, switch to grid view. 

Search for data

Quickly find what you need on the sheet by using the search feature.

  1. On the toolbar, select the Search icon  Search magnifying glass. .
  2. Type or enter the term you want to search.
  3. Select Enter on your keyboard.
  4. Select Show only matching rows to hide all rows without a search result if necessary. 
  5. Use the arrows to scroll through the highlighted search results.
search in table view

Filter your data

Use filters to show or hide information in your sheet as needed. 

Whenever you apply a filter, whether a saved or temporary one, the filter icon appears in the column header to denote which columns you're using to filter the sheet. Select the filter icon to open the filters menu. 

In table view, you can apply saved filters, edit existing filters, create new filters, and add multiple temporary additional filters. Learn more about working with filters in table view. 

Create a new filter

To create a new filter:

  1. Select Filter in the toolbar.
  2. Select + Add a filter.
  3. Choose your filter criteria.
    1. You can filter based on columns or rows.
    2. For columns, you can use various options such as is one of, is not one of, is blank, and more
  4. Select Save.
  5. Name your filter.
  6. Choose whether to keep your filter for yourself or share it with other sheet users in the drop-down menu.
  7. Edit or add any filter criteria if needed.
  8. Optionally, you can choose to show parent rows if needed.
  9. Select Save.

You can also create a new filter directly from the column options menu  Data Shuttle kebab menu . Open the column options menu, select Filter, and then adjust the filter criteria as necessary. You can save the filter or clear it when you're finished. 

Sort  your data

To sort rows in ascending or descending order,

  1. Open the column options menu  Data Shuttle kebab menu .
  2. Select Sort.
  3. Choose to sort ascending or descending.

You can apply up to three levels of sorting. Select the sort icon on the column header to edit or remove the sorting. Sorting the sheet only affects your view and isn't persistent for other users viewing the sheet. 

sorting data

Attach files

Use attachments to keep important files organized with specific rows. Learn more about working with attachments.

Add a file to a row

  1. On the row you want to add an attachment to, select the attachments icon  Attach file.
  2. In the Attachments panel, select Add.
  3. Upload your file, or add a URL.

View all attachments on the sheet

  1. Selecting the attachments icon  Attach file. on the top toolbar
  2. On the drop-down menu, select All rows

Edit or download attachments

  1. Open the attachment options menu  Data Shuttle kebab menu
  2. Here you can upload a new version, delete the attachment, rename the attachment, and more.
attachments edit menu in table view

Collaborate with others

Changes made by other users are updated in real time.

In the top right corner, avatars of the other users viewing or editing the sheet are present. Hover over their account photo to see their contact information.

facepile of other users on the table view sheet

Users viewing the sheet in table, board, or timeline view can see all other users regardless of the view they're using. Users viewing the sheet in grid, card, calendar, or Gantt view can't see users viewing the sheet in table, board, or timeline view.

View and reply to comments

Users with Owner, Admin, Editor, or Commenter permissions can comment and reply to comments.

To open the conversations panel for a row:

  1. Select the conversations icon  Add a comment.  on the row
  2. Type your comment. You can @mention other users to notify them.
  3. Select  Send. to send your comment.

You can use the comments options menu  Data Shuttle kebab menu  to edit or delete your comments.

You can reply to comments for the row or reply to a specific comment thread by selecting Reply under an existing comment.

To view or add attachments within comments, switch to grid view.

Share your sheet

To share your sheet with collaborators directly in table view:

  1. Select Share in the upper-right corner of the toolbar
  2. Choose whether to share the sheet or the entire workspace.
  3. Input the contact you’d like to share your table with and select the appropriate permission.
  4. Optionally, add a customized message.
  5. From the default view list, select Table.
  6. Select Share.

Learn more about how to share your sheets with other users.

Copy a direct link to a row

You can send other users direct links to rows. Anyone with access to the sheet can use the link to navigate directly to the row. Upon opening the link, the row’s record details panel opens. If the row isn't visible because of filters, remove the filter and navigate to the row temporarily.

To copy a row link:

  1. Open the row options menu  Data Shuttle kebab menu .
  2. Select Copy row link.
copy row link in table view

 

Automate processes with automations

You can create automations and manage existing automations in table view. 

Select Automations from the toolbar to open the Automations menu. 

The automation indicator under the column name indicates active automation using the column, whether triggered by column changes or when column content changes. 

Automations indicator

Selecting the indicator takes you to the automated workflows screen. 

Learn more about using automations to automate your workflows.

Data integrations

The integrations panel allows you to easily access Data Shuttle and Connectors. To open the integrations panel, select Data Integrations > Create workflow from the toolbar.

Data Suttle

Use Data Shuttle to schedule the import and export of data from file storage systems such as SharePoint, OneDrive, Box, and Google Drive. Select where to export the data from to start using Data Shuttle.

Connectors

With the Smartsheet Jira Connector and Smartsheet Salesforce Connector, you can push information in a single direction (from Jira or Salesforce to Smartsheet or from Smartsheet to Jira or Salesforce) or bidirectionally, instantly updating issues in both applications. 

Select the desired Connector tile in the Data Integrations panel to open the Connector page.

 

Use forms to collect data

You can create forms to collect data and populate them directly into your sheets. Select Forms from the toolbar to create a new form.  Learn more about using forms to collect information.

To manage existing forms:

  1. Open the workspace panel
  2. Select the options menu  Data Shuttle kebab menu  on the form row.
  3. Select Edit.