Data archiving

The archive sheet is essential for managing and storing data effectively. An organized workspace helps you:

• Keep your active sheets clean by separating completed or historical data.
• Maintain the performance of your current projects.
• Preserve valuable historical records that may be needed for future analysis, audits, or compliance.

How to create an archive sheet

Before you create your sheet, decide on a transfer method, whether manual or automated. Additionally, consider setting up filters and views within the sheet to help organize the data, making it easier to search for and retrieve information as needed.

To automate the archiving process in Smartsheet, follow these steps:

1. Set up the archive sheet

• Go to your workspace and add a new sheet. Learn how in Create or rename a sheet or other Smartsheet item.
• Name your archive sheet appropriately, such as Project Archive or Historical Data.
• Set up columns that match the columns of your active sheets to ensure consistency.

2. Define the archiving criteria

• Identify the conditions that trigger data archiving, such as completed tasks or project end dates.
• Ensure your active sheet has a column (checkbox or dropdown) that tracks the status or completion of tasks.

3. Create automation workflows

1. In your active sheet, go to Automations > Create from scratch.
2. Choose a trigger for the automation; this defines when your workflow runs.
3. Add conditions to filter rows based on your archiving criteria, such as only archive rows with the status Completed.
4. Choose the action to Move rows or Copy rows and select your archive sheet as the destination.

Learn more in the Automate processes with workflows article.

4. Configure data transfer

• Make sure the columns in your archive sheet align with those in the active sheet to prevent data mismatches.
• Ensure that the transferred data matches the original data and has maintained its integrity.

5. Set a schedule

• Set up a routine schedule for archiving, such as monthly or quarterly. This keeps your workspace organized and up-to-date.
• Conduct tests to ensure that the automation works correctly and that data is properly archived.

By following these steps, you can establish a systematic and automated approach to data archiving, enhancing your overall data management practices.