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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:
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Immediately distribute new requests, orders, and more as they arrive.
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Seamlessly transition items to the next project phase or team at the right moments.
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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.
Work with the copy rows action
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When you copy rows, the copied rows remain in the source sheet and also appear in the destination sheet. They appear at the bottom of the destination sheet, but you can drag them to a different location if needed. Attachments and comments on the row are included automatically, but cell history isn’t copied.
To create a new copy row value workflow:
- Go to Automation > Create workflow from template...
- In the Sheet change section, select Copy a row to another sheet when specified criteria are met > Use Template.
- Enter a name for your workflow.
- Configure what triggers the workflow.
- Select your destination sheet
- 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.
If any of the copied rows include formulas, the destination sheet replaces them with their current values. If the source sheet includes columns that don’t exist in the destination sheet, those columns appear automatically in the destination sheet when the rows are copied.
Permissions required
To save a Move Row workflow, both of the following must have Admin or higher permission on the destination sheet:
The owner of the source sheet
The user creating or saving the workflow
If the user saving the workflow is also the owner of the source sheet, only that user needs Admin or higher permission on the destination sheet.
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), you may encounter the following errors:
- Rows can’t appear in the destination sheet because a column on the source sheet has the same name as a system column.
- Rows can’t appear in 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.