Tips from Support: All About System Columns
With the latest Smartsheet update, we added a new column type that gives you the ability to automatically keep track of certain data points like a “modified by” date or “created by” date – also known as System Columns.
System Columns are really handy for instantaneously keeping track of certain data points. They immediately add certain types of data into your rows, tracking information like the date a new row was added, or the name of the person that last updated a row.
This week, we want to give you some tips and tricks to customize one of these new System Columns – the Auto-Number Column, to fit your processes and streamline your collaboration.
Automagic! Using Auto-Number System Columns
Automatically adding a unique identifier to a row is helpful in so many different scenarios: requests for help, customer orders, maintenance updates... the list goes on.
You can use the Auto-Number column to assign a simple value (e.g. 1, 2, 3) to new row submissions. If you’d like to make this column a bit more powerful and specific to your processes, change the Display Format criteria to create a combination of numbers and letters that provide context for your unique process.
Here are some examples of how you could use the Auto-Number Column to help streamline your processes:
The unique numbers will continue, with the new quarter added as a prefix. If you would like a new starting number at the beginning of each quarter, all you need to do is enter a Starting Number of “1” to the Starting Number field in the formatting form.
There are four other types of system-generated Columns to choose from, in addition to Auto-Number:
NOTE: For both ‘Modified (Date)’ and ‘Modified By’ columns, Discussion updates, new attachments, and formatting changes (like a different font color) are not logged in this column.
A few other handy things to know about the new System Columns in Smartsheet:
What are your ideas for using System Columns to save time? Let us know.
Til next week, dig in and explore!
- Support Team