Move and Copy Rows

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.

Automatically Move or Copy Rows Between Sheets

With the Move row and Copy row actions, you can automatically move or copy a row to another sheet when conditions are met. Here’s an example:

  1. A procurement request is submitted to your sheet through a form.
  2. After adding details to the request, you assign this request to your IT team.
  3. The IT manager approves the request.
  4. The row containing the procurement request is automatically moved to an active IT project sheet for further action.

To create a workflow that automatically moves or copies rows, both you and the owner of the source sheet must have Owner- or Admin-level sharing permissions to the destination sheet.


Set up an automated Move or Copy rows action

In your source sheet:

NOTE: In order for a sheet to appear in the Select a sheet window, both you and the owner of the source sheet must have Owner- or Admin-level sharing permissions to the destination sheet.

  1. Create a new workflow by selecting Automation > Create a Workflow. (For more information about creating workflows, see Save Time and Work Faster With Automated Workflows.)
  2. Under Select an action, select Move rows.

    Workflow action block image
  3. Under Move rows or Copy rows, choose Select a sheet.

    The Select a sheet window appears.

    select a sheet image
    NOTE: In order for a sheet to appear in the Select a sheet window, both you and the owner of the source sheet must have Owner- or Admin-level sharing permissions to the destination sheet.
  4. Choose your destination sheet, then click OK.

Now that you’ve added the Move rows or Copy rows action to your workflow, you can save it. You can also add conditions, change the workflow trigger, and make further changes to other aspects of the workflow if needed.
 


 

Move or Copy rows behavior

Keep the following in mind when moving or copying rows between sheets:

  • When a row is moved, it will be deleted from the source sheet and added to the destination sheet. When copied, it will be retained in the source sheet, and it will be added to the destination sheet.
  • The row will be placed at the bottom of the destination sheet and can then be manually dragged up or down to a different location.
  • Any attachments or comments on the row will be moved automatically to the destination sheet.
  • When moving rows between sheets, the history for cells in the row will still be available (right click a cell and click View Cell History, where you will see "Row was moved from another sheet"). 
  • The Cell History is not maintained when copying rows between sheets.
  • Any formulas in the row will be replaced with static values in the destination sheet.
  • If the source sheet contains columns that the destination sheet does not, these columns will be created in the destination sheet when the row is moved or copied.
  • If the column exists on the destination sheet but does not exist on the source sheet, then the Created column will have the date/time that the row was moved or copied.
  • Created By column will show the user who moved or copied the row. If the row was moved or copied by automation, it will show automation@smartsheet.com
  • If the column exists on both the destination and the source sheet,  then the value from the source sheet will carry over to the destination sheet. Unlike other column types, the column names do not need to match.

To prevent infinite approval loops, cells which contain cross-sheet formulas or cell links will not trigger an automation which automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request). To work around this, consider using time-based automation or recurrence workflows.

If one of your sheets contains a System Column with a name that matches a column with a different column type (drop-down, 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 so it matches the source sheet. (For more information about System columns see the System Columns article.)