Trying to create a solution that displays the tasks of the organization the logged-in user currently belongs to, based on the contact list, and checking the maximum number of "Preferred Contacts" and "Multi-Select Contacts" in the "Contact List" column I found that the maximum number of "Priority Contacts" in the "Contact List" column was 50, and the maximum number of "Multi-Select Contacts" was 20.
This isn't a typical use case, but let's say you have 50+ local organizations and you want each dashboard to display a list of tasks etc. for that local organization.
Creating more than 50 dashboards is a lot of work, so I created a report that filters by the current user (the user who is currently logged in) and displays the tasks of the organization to which the user belongs, I would like to display tasks from different organizations in one dashboard.
In this case, an organization usually has dozens or more users, so check the maximum number constraints for "Preferred Contacts" and "Multiple Choice Contacts" in the "Contact List" column, I figured out how to handle this.
What are Priority Contacts?
When you set a preferred contact in the Contact List column, you can click the drop-down arrow in the Contact List cell or click the drop-down arrow in the corresponding Smartsheet form field to prioritize that contact. You can get in touch with us quickly.
I tested this "Priority Contacts" limit and found it to be 50 as shown in the image below.In other words, when using the dropdown to select or limit contacts to a list, it seems that the maximum number of available contacts is set to 50. (I don't know why you set it to 50, but you probably thought it was enough)
What are multi-select contacts?
On the other hand, if you have a task that needs to be assigned to multiple people, you can allow multiple selection by checking "Allow multiple contacts per cell".
I tested this multi-select contact limit and it was 20 as shown in the image below.
The English version of the help says, "You can add up to 1 contacts to one cell."writtenis. ) This seems to be the specification.
Practical Constraints on Maximum Number of Contacts
Priority Contact Constraints
However, in reality, I don't think there is a situation where the number of contacts assigned is limited to 50 in a normal organization, so I don't think it will be a big restriction.
If you simply want to increase the number of candidates displayed in the dropdown list, use a dropdown list with no upper limit, such as 50, instead of the contact list, and replace the dropdown list column in the contact column with the formula You can refer to it.
Multi-choice contact restrictions
Assigning more than 20 contacts to a task is not really appropriate, so there is no constraint in this sense.You can simply use groups if you want.
Practical Constraints in Current User Filters
If you use the current user in a report filter and try to filter on the condition that the current user is on the member list of the organization responsible for the task, the 20 limit becomes a pretty big problem.For example, if you want to display data for each branch, you should set a limit of 20.
For example, if you have a dashboard that displays data for each branch, and you want to display only the data for the currently logged in user's branch, prepare a column that allows you to select multiple contacts, such as branch members, and use the branch name as a key. I need to pull the branch members out of the table and determine if more than one branch member contains the currently logged in user.If you want to display only branch data, prepare a column that allows you to select multiple contacts such as branch members, extract branch members from the table using the branch name as a key, and check whether the currently logged in user is included in the branch members , the number of branch members is limited to 20.
For example, the figure below shows the member list of branches in Hokkaido, Tohoku, etc., and multiple contacts can be selected. (Member 2 will be discussed later).
Next, in the task list by branch below, the cross-reference function uses the branch name as a key to refer to the members of the branch from the upper sheet.
Then, in the report below, the tasks of the branch office to which the currently logged in user belongs (Tohoku in this case) are filtered by whether the current user (currently logged in user) is included in the branch office members. It shows.
For example, if the multi-select constraint is 20, the realistic constraint is that if there are more than 20 members in this branch, one criterion alone will not allow the currently logged in user to see the tasks in the branch that belongs to. means
As a workaround, if there are more than 20 members in a branch, prepare separate member lists such as Member1, Member2, and so on, as shown in the figure below, and connect them with Current User by OR, so that members who currently belong to Member1 and Member2 (For example, if you belong to the sales department of a branch, the tasks of that branch will be displayed.
This is a workaround, but it doesn't scale and isn't a smart solution.
This may be a limitation considering that keeping too much information (in this case multiple contacts) in a single cell can slow down Smartsheet, but the preferred contact I think it would have been better to set the maximum number to 1.