Review the basics of setting up your Gantt View.
Gantt View is one of the four ways to view your sheet in Smartsheet and offers a visual timeline of your work. Gantt charts are a staple in traditional waterfall project management but can be used anytime you want a visual representation of your schedule and the relationships between tasks.
In order to use Gantt View, you must have at least two Date columns in your sheet: a start date and an end date.
Create and work with a Gantt chart
Maximize the Gantt View when viewing or working on your project management tasks in a sheet or report.
When you switch your sheet or report to Gantt View, tasks will appear as bars in a timeline. You’ll see the duration, the start date, and the finish date of your project tasks. Apart from that, you’ll also be able to do the following:
- View dependencies and track the relationship between tasks.
- View your project's critical path.
- Display the % completion of your tasks.
- Use hierarchy to create summary rows for further organization of your projects.
Read on to learn how to add and use a Gantt chart.
Before you add a Gantt chart
Make sure your sheet or report has at least two date columns.
The columns you add must represent the start date and the end date of your tasks. A task bar’s length is based on the span of time between those dates. This is why at least two date columns are a requirement.
If your sheet or report has less than two date columns, you won’t be able to switch to Gantt View.
A sheet won't recognize date columns with a Column Formula applied as columns for a Gantt chart. If you need your dates to autofill rows, use the Cell Formula and Autofill features instead. Another option would be to set up column formulas. Then, use a report to display your Gantt view.
To add a Gantt chart
- To switch to Gantt View, in the toolbar, select Gantt View.
The chart will appear to the right of your columns. There will also be a divider that separates the grid columns and the Gantt chart.
To widen the display of either section:
- Hover your pointer over the divider.
- When you see the column resize pointer , drag the divider to the right or left.
Read the next section to learn how to edit your Gantt chart.
Edit your Gantt chart
- In the upper right area of the sheet, select Edit Project Settings.
- Edit the settings in each tab according to your project needs:
- Dependency Settings
- Timeline Display
- Resource Management
Adjust the timeline display
In the Project Settings dialog, you can modify the units of time you see in the Gantt chart. An easier way to do that is by using the Zoom In and Zoom Out buttons in the toolbar.
Organize your project tasks
You can use row hierarchies in Gantt charts to organize rows into sections or phases.
When you use row hierarchies, child rows display as individual task bars in the Gantt chart based on their start and end dates. If you turn on dependencies on the sheet, parent rows reflect a summary of their child rows. The parent row values are calculated automatically in the following columns:
- Start and end dates
- % Complete columns
Note, however, that you won't be able to modify parent values. If dependencies are off, you can change the parent row information as needed.
Other tips in editing your Gantt chart
- Configure a % Complete column in the Project Settings dialog. Any time you enter a value in this column, you’ll see it indicated in the task bar.
- Apply color to the task bars.
Follow step-by-step instructions to adjust your timeline.
Adjust the Gantt Chart Timeline
The Gantt chart has 4 timeline zoom levels: quarter, month, week and day. Anyone with access to the sheet can quickly change the timeline zoom level by clicking the Zoom In or Zoom Out icons in the Gantt Chart header:
While anyone can use the Zoom in/out icons to adjust their own view, changes made by Viewers and Editors won't affect other collaborators or be displayed in an export. Only the sheet owner and collaborators with Admin access can make changes to the exported timeline.
NOTE: In the Gantt chart of a Report, all collaborators except Viewers are able to save changes to the Gantt chart timeline, and these changes will be reflected in an export.
The sheet owner and shared collaborators with Admin access can further configure and customize the Gantt chart's Primary and Secondary Headers by modifying the Timeline Display found in the sheet's Project Settings.