Move and Copy Rows

APPLIES TO

  • Smartsheet
  • Pro
  • Business
  • Enterprise

RELATED CAPABILITIES

Who can use this capability?

The sheet Owner and Admins on both the source and destination sheets can create an automated copy rows action. 

When a project spans multiple sheets, automated move row and copy row workflows help you avoid the delay of manually moving work items from one sheet to another:

  • Immediately distribute new requests, orders, and more as they arrive.

  • Seamlessly transition items to the next project phase or team at the right moments.

  • Automatically archive completed work.

Move row streamlines your sheets so your team can focus on the most relevant work items. The moved rows will be added to your destination sheet and removed from your source sheet.

When you need to maintain a record of work items on multiple sheets, copy row adds duplicates to the destination sheet without removing the rows from your source sheet.

Video MP4

Work with the copy rows action

APPLIES TO

  • Smartsheet
  • Pro
  • Business
  • Enterprise

RELATED CAPABILITIES

Who can use this capability?

The sheet Owner and Admins on both the source and destination sheets can create an automated copy rows action. 

To create a new copy row value workflow:

  1. Go to Automation > Create workflow from template...
  2. In the Sheet change section, select Copy a row to another sheet when specified criteria are met > Use Template.
  3. Enter a name for your workflow. 
  4. Configure what triggers the workflow. 
  5. Select your destination sheet
  6. Select Save.

To avoid creating endless loops, Smartsheet doesn't initiate the Copy 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.


Things to know when copying rows between sheets

  • The copied rows are retained in the source sheet and added to the destination sheet, and
  • The cell history isn’t maintained in the destination sheet.
  • Copied rows are located at the bottom of the destination sheet. You can drag them to a different location.
  • Any attachments or comments on the row are moved automatically to the destination sheet.
  • Formulas in the row are replaced with static values in the destination sheet.
  • If the source sheet contains columns the destination sheet doesn’t have, these columns are automatically created in the destination sheet when a row is moved or copied.
When you move copy rows with system or baseline columns
  • If a column exists on the destination sheet but not in the source sheet, the Created Date column notes the date/time when the row was moved or copied.
  • The Created By column shows the user who moved or copied the row. If an automation moves or copies the row, it displays automation@smartsheet.com.
  • If a column exists on both the destination and the source sheet, the value from the source sheet carries over to the destination sheet. Unlike other column types, the column names don't need to match.

If a system column or a baseline column has a name that matches a column with a different column type (dropdown, text/number, etc.), you may encounter the following errors:

  • Rows can’t be added to the destination sheet because a column has the same name as a system column on the source sheet.
  • Rows can’t be added to the destination sheet because a system column has the same name as a column on the source sheet.

To resolve this, you can either rename one of the columns or change the column type to match the source sheet.