How to make a manual Row ID based on conditions?

Gabriel Barrera
Gabriel Barrera ✭✭✭
edited 06/09/23 inFormulas and Functions

I'm not even sure if this is possible but I invite all the formula wizards to take a crack at it!

I have this intake sheet with 10 rows, all that have a corresponding auto-generated Row ID from the system column. Row 1 is 23-001, row 2 is 23-002, row 3 is 23-003, etc. When a project gets approved, I want another column, lets call it 'Salutation', to pull that Row ID. Otherwise, the 'Salutation' column will be left blank. For example:

Row 1 gets approved. Row 2 gets denied. Row 3 gets approved. So the 'Salutation' for 1 will get triggered to pull the Row ID and it will show "23-001". But then, I want row 3 to pull what Row 2 would have gotten if it was approved. Meaning, I don't want row 3's 'Salutation' to be "23-003". I want it to be "23-002". I always want the 'Salutation' column to grab what's next in line if that makes sense.

Is there a formula that can achieve this?

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  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi@Gabriel Barrera

    Here's an example formula that may be able to help you:

    =IF(Status@row <> "Approved", "", INDEX([Row ID]:[Row ID], COUNTIF(Status$1:Status@row, "Approved")))

    Screenshot 2023-06-09 at 14.50.26.png


    This first says, if the Status isnotapproved, then return a blank cell.

    =IF(Status@row <> "Approved", "",

    Otherwise, use the INDEX function to look into the Row ID column and bring back the row on the list that's the same number of "Approved" rows there are, specific to this current row.

    Notice that the COUNTIF function references the top row cell: Status$1 and then the range goes down to the current row cell: Status@row

    Because of this, you won't be able to turn it into a column formula. However you can drag-fill this down the column and then all new rows will auto-populate with the formula as long as new rows are added immediately under current rows. See:Use or Override Automatic Formatting and Formula Autofill

    Cheers,

    Genevieve

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@ciera_wolinski<\/a> <\/p>

The formula below will get what you need. With Smartsheet, you have to convert % to decimal values in formulas. <\/p>

=IF([Participation %]@row = 0, \"Not Participating\", IF([Participation %]@row > 0.8, \"On Track\", IF(AND([Participation %]@row < 0.81, [Participation %]@row > 0), \"Needs Improvement\", \"Blank\")))<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"}]},{"discussionID":108817,"type":"question","name":"Hi, I am trying to do a SUMIFS, and I keep getting incorrect argument set","excerpt":"I have a column called Actual Charges I want to sum if the column SOW Reference has \"IPO PMO\" in it. I thought I was following the syntax and reduced to only one criteria. I do have other criteria, too. Please see formula below. I also wanted to sum the whole column Actual Charges, but it seems to only capture the column…","snippet":"I have a column called Actual Charges I want to sum if the column SOW Reference has \"IPO PMO\" in it. I thought I was following the syntax and reduced to only one criteria. I do…","categoryID":322,"dateInserted":"2023-08-10T19:41:00+00:00","dateUpdated":null,"dateLastComment":"2023-08-10T20:11:11+00:00","insertUserID":136371,"insertUser":{"userID":136371,"name":"Mark Singleton","url":"https:\/\/community.smartsheet.com\/profile\/Mark%20Singleton","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-10T20:42:28+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":161714,"lastUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-11T03:23:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":35,"score":null,"hot":3383396531,"url":"https:\/\/community.smartsheet.com\/discussion\/108817\/hi-i-am-trying-to-do-a-sumifs-and-i-keep-getting-incorrect-argument-set","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108817\/hi-i-am-trying-to-do-a-sumifs-and-i-keep-getting-incorrect-argument-set","format":"Rich","lastPost":{"discussionID":108817,"commentID":390119,"name":"Re: Hi, I am trying to do a SUMIFS, and I keep getting incorrect argument set","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390119#Comment_390119","dateInserted":"2023-08-10T20:11:11+00:00","insertUserID":161714,"insertUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-11T03:23:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-11T09:14:41+00:00","dateAnswered":"2023-08-10T19:52:48+00:00","acceptedAnswers":[{"commentID":390115,"body":"

I assume you have a header or something similar in row 1, and that is why you are starting in row 2? If you designate rows, you must use it on the range to sum as well as the ranges to evaluate.<\/p>

=SUMIFS([Actual Charges]2:[Actual Charges]60, [SOW Reference]2:[SOW Reference]60, \"IPO PMO\")<\/p>

If you specify rows, those rows must also exist. If you want to evaluate all rows except for row 1, so specify [Actual Charges]2:[Actual Charges]2000, you will get an error if there are not 2000 rows in the sheet.<\/p>

You should also be able to add additional conditions\/rows to evaluate as well.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":108795,"type":"question","name":"Error Using Max Function","excerpt":"Having an issue with the Max formula. Appreciate any advice the community can provide. This formula is giving me an Invalid Column Error: =MAX([End Date]195:[End Date]220) However, this one works fine so I don't see why there would be an invalid column error on the first formula. =NETWORKDAYS([End Date]207, [Start…","snippet":"Having an issue with the Max formula. Appreciate any advice the community can provide. This formula is giving me an Invalid Column Error: =MAX([End Date]195:[End Date]220)…","categoryID":322,"dateInserted":"2023-08-10T15:42:27+00:00","dateUpdated":null,"dateLastComment":"2023-08-10T19:20:09+00:00","insertUserID":147716,"insertUser":{"userID":147716,"name":"Laura Krylov ASGLLC","url":"https:\/\/community.smartsheet.com\/profile\/Laura%20Krylov%20ASGLLC","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AATXAJzqP5l6RPvTnPZ_FElh_Gd3nK2OrCoGmkfTmo11=s96-c","dateLastActive":"2023-08-10T19:05:06+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":161714,"lastUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-11T03:23:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":4,"countViews":31,"score":null,"hot":3383379756,"url":"https:\/\/community.smartsheet.com\/discussion\/108795\/error-using-max-function","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108795\/error-using-max-function","format":"Rich","lastPost":{"discussionID":108795,"commentID":390113,"name":"Re: Error Using Max Function","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390113#Comment_390113","dateInserted":"2023-08-10T19:20:09+00:00","insertUserID":161714,"insertUser":{"userID":161714,"name":"Carson Penticuff","url":"https:\/\/community.smartsheet.com\/profile\/Carson%20Penticuff","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B0Q390EZX8XK\/nBGT0U1689CN6.jpg","dateLastActive":"2023-08-11T03:23:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-10T17:50:34+00:00","dateAnswered":"2023-08-10T15:59:34+00:00","acceptedAnswers":[{"commentID":390050,"body":"

Is the column you are inserting the formula into formatted as a date column?<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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=322&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":10000,"limit":3},"title":"Trending in Formulas and Functions ","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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