Automatically creating event recurrences

Tal Margalith
Tal Margalith ✭
inSmartsheet Basics

Hi All -

I am creating an event calendar (to be coupled with the Calendar App) and I would like to enable folks to submit a recurring event, noting the frequency as once a week, every 3rd Thursday, etc. I capture the initial start date, but cannot figure out how to automatically generate the additional rows with incremented dates so that they can be displayed on the Calendar.

I've seen a similar question on recurring tasks, but the solution there seems to generate a new task only when the previous one has completed... I'd like all recurrences to be generated at one time (and I'll set an end date or maximum recurrences so I don't blow up the sheet...)

Appreciate any insight!

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Answers

  • BullandKhmer
    BullandKhmer ✭✭✭✭✭

    Yup, I've built something like this in the past.


    I set up a seperate recurring events sheet.

    1. Included all the columns required for the destination sheet.
    2. Included a frequency column - dropdown daily, weekly, monthly
    3. Included a Day column (the day that the event occurs) - drop down incl. Mon-Sun, 1-28
    4. Included a record the date column.
    5. Included an automation to record todays date in the record the date coulmn at midnight every day.
    6. Hinged the event start date off the record date column and a nestled IF formula, based on the freq. and day columns to calculate the next occurance of the event.
    7. Set up an automation - copy row - to the destination sheet triggered daily when start date = today.
    8. Populated the source sheet with my recurring events.


    Hope that helps, sing out if you get stuck.

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  • Tal Margalith
    Tal Margalith ✭

    Hi@BullandKhmer,

    I appreciate you taking the time to tackle my question - thanks!

    If I'm following the logic correctly, (7) results in a copy of an event recurrence to the destination sheet, but only on the day of the next recurrence (start date = today). In that case, would a calendar built off of the destination sheet only show today's events, but not occurrences set to happen in the future?

    Please let me know if I've mis-interpreted the flow or the outcome.

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  • BullandKhmer
    BullandKhmer ✭✭✭✭✭

    Yeah mate, you're right, I kinda read back the OP after posting and realized that I had misinterpreted what you were asking for... Thought about reposting, but it was late. Then I went to bed thinking about it but only came up with some half-baked solutions. Let me think about it some more, maybe I'll come up with something that works (maybe not)


    Cheers,


    AJ.

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@Pamela Wagner<\/a> - Hello<\/p>

The column mapping you setup in the DataMesh configuration is used to determine what information needs to link or copy and where it needs to go. The Execution Frequency<\/strong> is what tells the system when to run the DataMesh workflow.<\/p>

Execution Frequency: Scheduled execution frequency to update DataMesh values.<\/p>

The Update Immediately<\/em> execution frequency isn't supported when using a report as your source. If using a report this could be why you are not seeing updates immediately.<\/p>

As far as what triggers a workflow to run when \"Update Immediately\" is selected, DataMesh looks for matching cell values and these could come from manual entries, formulas, or cell links. When there is a successful mesh you can see the CONFIG LOGS by clicking the paper icon.<\/p>

\n
\n \n \"Screenshot<\/img><\/a>\n <\/div>\n<\/div>\n

After clicking the paper icon a CONFIG LOGS window will pop up showing a history of all the successful and errors.<\/p>

\n
\n \n \"image.png\"<\/img><\/a>\n <\/div>\n<\/div>\n

If it is unsuccessful the paper icon will be red or in the CONFIG LOGS it will show the error.<\/p>


<\/p>

If further investigation is needed I recommend to click here<\/a> to open a Smartsheet support ticket. If you do make sure you include any screenshots without personal or confidential information displayed.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":343,"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":106986,"type":"question","name":"Orderable Charts","excerpt":"Good morning, I've done several searches here but now I'm going in circles. I have a sheet with records of usage of certain scripts we have. Each row has the user name, the script they used and the time they saved by using each script. My goal is to create a dashboard with two bar charts: user name vs total time savings…","snippet":"Good morning, I've done several searches here but now I'm going in circles. I have a sheet with records of usage of certain scripts we have. Each row has the user name, the script…","categoryID":321,"dateInserted":"2023-06-27T22:49:55+00:00","dateUpdated":null,"dateLastComment":"2023-06-28T10:12:46+00:00","insertUserID":162870,"insertUser":{"userID":162870,"name":"Floretti","title":"Mr","url":"https:\/\/community.smartsheet.com\/profile\/Floretti","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTtepzFRISfVceGRfv0bCcNLArPYeXU7TR7XoUKYU-Q=s96-c","dateLastActive":"2023-06-28T11:26:54+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":91566,"lastUser":{"userID":91566,"name":"Genevieve P.","title":"Community Manager","url":"https:\/\/community.smartsheet.com\/profile\/Genevieve%20P.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/KHY4Y67W0VRX\/nF76D5N9MFB28.png","dateLastActive":"2023-06-28T17:36:50+00:00","banned":0,"punished":0,"private":false,"label":"Employee Admin"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":8,"countViews":34,"score":null,"hot":3375858161,"url":"https:\/\/community.smartsheet.com\/discussion\/106986\/orderable-charts","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/106986\/orderable-charts","format":"Rich","lastPost":{"discussionID":106986,"commentID":382777,"name":"Re: Orderable Charts","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/382777#Comment_382777","dateInserted":"2023-06-28T10:12:46+00:00","insertUserID":91566,"insertUser":{"userID":91566,"name":"Genevieve P.","title":"Community Manager","url":"https:\/\/community.smartsheet.com\/profile\/Genevieve%20P.","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/KHY4Y67W0VRX\/nF76D5N9MFB28.png","dateLastActive":"2023-06-28T17:36:50+00:00","banned":0,"punished":0,"private":false,"label":"Employee Admin"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/ZTQTKTUZ3MCG\/2023-06-28-08-45-55-smartsheet-com.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"2023-06-28 08_45_55-Smartsheet.com.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-28T04:11:53+00:00","dateAnswered":"2023-06-28T03:42:08+00:00","acceptedAnswers":[{"commentID":382742,"body":"

I understand. Unfortunately, there is no other option that I see. One thing to make it easier for you to add the name is to have a helper column in the source sheet with a formula to identify duplicates. If there is a record with no duplicate (i.e., a new name added), you can get notified through a workflow and use that to add the name to your metric sheet.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":106962,"type":"question","name":"Issue with cross-sheet =INDEX(MATCH()) formulas","excerpt":"I am consistently coming across an error where my cross-sheet referenced =INDEX(MATCH()) formulas are pulling the incorrect information. I am fairly certain my syntax is correct and that this is a bug. This is happening across multiple sheets I have. I have included one example, but note that I have found this to happen…","snippet":"I am consistently coming across an error where my cross-sheet referenced =INDEX(MATCH()) formulas are pulling the incorrect information. I am fairly certain my syntax is correct…","categoryID":321,"dateInserted":"2023-06-27T15:24:54+00:00","dateUpdated":null,"dateLastComment":"2023-06-28T16:36:47+00:00","insertUserID":162821,"insertUser":{"userID":162821,"name":"egardner","title":"IT Project Coordinator","url":"https:\/\/community.smartsheet.com\/profile\/egardner","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/4VRPFNVQ0MWG\/n8WTXSBZQZI0N.JPG","dateLastActive":"2023-06-28T13:32:15+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-28T17:08:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":6,"countViews":61,"score":null,"hot":3375853301,"url":"https:\/\/community.smartsheet.com\/discussion\/106962\/issue-with-cross-sheet-index-match-formulas","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/106962\/issue-with-cross-sheet-index-match-formulas","format":"Rich","lastPost":{"discussionID":106962,"commentID":382887,"name":"Re: Issue with cross-sheet =INDEX(MATCH()) formulas","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/382887#Comment_382887","dateInserted":"2023-06-28T16:36:47+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-06-28T17:08:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Using Smartsheet","url":"https:\/\/community.smartsheet.com\/categories\/using-smartsheet"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/I4UKI5HYCYIO\/formula-png.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"Formula.PNG"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-06-28T13:34:39+00:00","dateAnswered":"2023-06-28T13:01:09+00:00","acceptedAnswers":[{"commentID":382813,"body":"

The problem is with a misplaced parenthesis. That zero at the end is technically part of the INDEX function, but you want it as part of the MATCH function to denote an exact match.<\/p>


<\/p>

You have:<\/p>

INDEX(.........MATCH(...........), 0)<\/strong><\/p>


<\/p>

You want:<\/p>

INDEX(.........MATCH(..........., 0))<\/strong><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=341&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":5422,"limit":3},"title":"Trending in Using Smartsheet","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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