A sheet is a basic item for storing and processing information in a smart sheet.It's a simple structure with rows and columns, like a spreadsheet, but it has a lot of smart tricks to help knowledge workers do their jobs efficiently.
Row indent structure
The sheet of the smart sheet can logically organize the rows in a tree structure like an outliner.In smart sheets, this is called indentation, the top row is called the Parent parent, and the bottom row is called the Children child.
Logical configuration is possible
There are many possible ways to store information line by line.For example, in chronological order, this can be said to use some kind of index to get to information quickly.Among them, the tree structure is the closest to the way humans think, and can quickly get to the information they need.If you think about outliners and mind maps that use the same idea, you can understand this.The smart sheet incorporates this tree structure into the row of the sheet, which is the center of the information storage, and enables the logical composition of information.This tree structure can also be used in combination with other information arrangement methods, such as the time series described above, so you can create a tree structure with large items, medium items, and arrange rows in chronological order below it. Is possible.
Easily manage thousands of rows
Rows that are tree-structured by indentation can be easily collapsed or opened.Up to 20,000 rows are available for smart sheets, but indentation in this way makes thousands of rows manageable.For example, assuming that the business status of branch offices and branches is managed on a sheet, if the indent structure of year and month is used, the business status of thousands of branch offices and branches over several years can be recorded for each year. It is also possible to manage with one sheet by grouping by unit.Assuming a similarly large organization, for example, Japan Post, it is expected that more than 1 post offices will be structured by indentation of branch offices, prefectures, etc. (Note that the number of post offices exceeds the limit of 2 rows of smart sheets, so we will use the reporting function to work around this limitation. I will explain this at another time.)
Hierarchical functions are available
For example, if you write a function = SUM (CHILDREN ()) on a parent row, you can indent the sum of the rows that are children of that row.This is maintained even if rows are added to the same hierarchy.In other words, data that can be processed by functions can be processed based on the hierarchical structure (parent-child structure) created by indentation.
Information that can be added line by line
With the smart sheet, you can attach files line by line, record comments (conversations) about the contents of the line, proofread related files, and set reminders.
By adding this line-by-line information, it is possible to centrally manage the information related to the line contents.
File attachment
For example, suppose that line is about proposing a product to a customer.In this case, it is possible to attach a PDF of the outline of the product given to the customer as a proposal or a file of the quotation.In this way, the information related to the contents of the line that is saved as a file can be centrally managed as an attachment of the line.
Line comment
Smartsheets can receive sheet-by-sheet shared collaborators, row-by-row update requests from external collaborators, or row-by-row comments.In the product example for a product I mentioned earlier, it would be possible for a sheet co-owner to add information about potential customers in comments.In addition, the person who later joined the work related to this sheet can check the comments about the line.It is difficult for the person in charge who came later to grasp what kind of exchanges have occurred in the past mail-centered work, but if information on matters that are line-by-line is aggregated, this can be easily done. You can grasp the process up to.
File proofreading function
You can upload a proof file to a line and send a review request to colleagues, vendors, clients, and more.We will discuss the proofreading function in detail at another time, but you can attach files such as documents and images that require the approval of the parties concerned.Stakeholders can make comments while pointing out which parts need correction, and can also approve them.You can also manage editions.This feature is relatively new, so I haven't used it in practice yet, but it seems to have great potential.
Line reminder
This is a function that allows you to send a reminder with a message to a certain target person who sets the date on a line-by-line basis and specifies it with an email address.For example, you can set reminders for a specific task's expected start date to keep your project running smoothly.You can also send reminders to yourself, so in this case you can preset to send reminders to yourself 3 days before the scheduled start date of the task.
Specifying column attributes
In smart sheets, specify column attributes as column properties for columns other than the primary column.By specifying the attribute of the column, different types of data will not be mixed in the same column, the integrity of the data will be improved, and the smart device and function of the smart sheet based on the attribute can be utilized.
Attribute type
I will explain the attributes and properties of columns in detail separately, but here I will give an overview of what attributes they have and what they are used for.
- Letters / numbers: Character and number attribute properties are default attributes, and expression information can be added in addition to letters and numbers.
- Contact list: You can enter your email address.Smartsheets can use this email address information to send renewal requests, reminders, approval requests, etc. to the contact list on that line if certain conditions are met.
- drop-down list: A column where you can select single or multiple from the list.By concluding the input person's information in a certain list in advance, it is easy to classify the row attributes.It can be used in various ways, but for example, if you select it from the list of organizations, it will be possible to clarify which organization the row is related to.It is used in various situations such as classification units in the card view and narrowing down in filters and reports.Note that the card view is available in a single-select drop-down list.
- Checkbox: It is a column of XNUMX with or without a check.Generally, it is used to check when the task is completed, but for example, if you check it, the workflow of the approval request will be started, or only if it is checked, it will be summarized in another report. It can be used for presentations at conferences.
- symbol: A column in which visually easy-to-understand symbols such as ●, flag 🏴, and XNUMX to XNUMX heart marks ❤❤❤❤❤ are entered in XNUMX or XNUMX colors.It is often used to clearly indicate the status of a project task, such as "red circle" in the case of a crisis situation and "green circle" in the case of a successful situation.
- Automatic number assignment / system: Automatic number assignment assigns numbers to rows according to certain rules. Prefixes such as Sales-0000321-Quotation (here "Sales-") and suffixes (also "-Quotation") are specified in the display format. , Number of digits, and start number can be specified.From the system, the creation date / time information, creator information, update date / time information, and updater information of the row can be acquired and automatically added to the column.I will explain the specific use at another time.
Primary column
The primary column is described as "the value in this column is usually the main descriptor for each row" and can be described as a row nameplate.Whenever you import from Excel or Google Sheets, you will be asked to specify which column should be the primary column.
Card heading
The contents of this column are always displayed in Card View.
Indentation criteria
I don't understand the whole picture of the role of this primary column, but in practice I think it's most important to be the reference column when indenting rows.As I wrote above, the smart sheet logically organizes row-by-row information in a tree structure due to row indentation, so the contents of the primary column are used as its descriptor, so to speak, like a row nameplate. I think you should think of it as something like that.
Not like the row ID
The primary column doesn't seem to be the row ID.For example, it is possible to enter a character string or numerical value with the same value.You can leave it blank. Looking at how data is stored in the Smartsheet API, each column and row has an ID, and the combination identifies the cell.In other words, row identification is done by the row ID numbered behind the smart sheet, and it seems that the ID does not change even if the row is moved, and it is also different from the row number.
Summary
As described above, the smart sheet makes it possible to store and operate information logically and smartly by structuring rows by indentation, various information that can be added to rows, and specifying column attributes, so that knowledge workers can work efficiently. It is designed to be done in a targeted manner.