At the end of the day, you just want to save time. It’s easier than ever for organizations to capture data and create processes using Smartsheet, but finding exactly what they need when they need it gets harder as data grows more vast. Whether you need to create multiple user-specific filters that reduce large shared sheets to just relevant information, or to search within your entire Smartsheet library for a single row, or to publish Sights which update in real time to non-users, this update has your company covered.
Discover how your teams can be more productive than ever before:
Create, Save, and Share Multiple Filters
Previously, if you wanted to make one massive sheet display only relevant information for multiple users with vastly different needs, you had to create a separate report for each of these users. With the new ability to save filters, you can create persistent filters on your sheets and templates that can be toggled on and off to limit which data is displayed. Now, each user can view just the rows relevant to their work. An admin can choose whether to make new filters personal or shared, and they work in Grid, Card, and Calendar views. With this feature, a single sheet can be instantly useful and specific to whomever its shared to without creating limited data reports for each of them.
For example, imagine that you’re a project manager on a large IT and development team with a “Requested Task” sheet that is filled in by various other teams, managing both urgent and back-burner requests. The sheet is arranged in chronological order by when the task is requested. As a manager or project owner, you need to assign each task a priority in a symbols column, either low, medium, or high. Now you have a longer sheet with a variety of different priority tasks that you need to dole out. So, create and name filters with conditions for the Priority column for each.
With all your filters created, you could then toggle between each of the conditions to only show tasks on your sheet with Low, Medium, or High priority. If an admin ticked the “Share Filter” box, you could also make sure these filters are available to whomever you share this sheet.
You can read our help article here to learn more about how to use filters.
Narrow Down the Data with Smarter Search
Speaking of filters, we have also introduced a number of additional modifiers to help strengthen your search capabilities across sheets and workspaces. You can narrow results by location (Folders and Workspaces), type (Sheets, Rows, Sights, and Reports), and ‘Last Modified’ date. Even better, you can stack modifiers to refine your search. The results display visually with quick previews so you can easily identify what you’re looking for. Plus, you can preview attachments across all your sheets, and make quick edits to any row.
For example, someone asks you to update a task that you own, but you can’t remember which of your dozens of sheets it was in, but you do know the name of the task. With the new and improved search capability, you can pull results from your entire library, and narrow them by ticking the “Rows” box under “Type”. Now you’ll only see rows that have your search query in their name. To update this task, you don’t even need to go into the sheet to make your update - just click the edit pencil icon and change it’s information in a pop up window right in the search box.
Publish Sights for All Stakeholders
Most executives and decision makers want the most current status and data on any given project right away, without digging for the details or asking someone else to get the information for them. With the new ability to publish Sights, you can provide this important information quickly and easily to your key stakeholders. Share your published Sight to a dedicated URL or embed it in an existing intranet site so your stakeholders can view it without actually logging in to Smartsheet. Published Sights stay up-to-date, and you can limit them to only members of the organization for greater security.
For example, you could share the published Sight to new hires during onboarding, before they’ve been set up with your company’s Smartsheet account. Or, say your ad agency needed to constantly send current media spend and creative project management reports for clients outside of the organization. With a published Sight, the client could see this up-to-date data without needing a login or needing to be educated on navigating Smartsheet.
Other updates include an enhanced Find and Replace function to work within collapsed sections of your sheets, and a new back button to make navigating through found items easier.
We also added a button in Card View so you can easily add a new lane, which also updates the corresponding drop down menu in Grid View. If you work mainly in the drag-and-drop interface, there’s no need to switch back and forth between views.
Working Better, Faster, and Smarter
These additions help to streamline workflows and automate processes both inside and outside of your organization. Each makes it possible to spend less time looking for relevant data, and more time using it for better planning, management and reporting.
You can learn more about all of these updates and more by reading our Release Notes.
Want to try out these new features for yourself?