Set up DataMesh in Smartsheet

Set up DataMesh in Smartsheet

The Smartsheet Data Mesh offers cross-sheet search functionality, facilitating data consistency. With Smartsheet Data Mesh, you can:

• Automatically locate and remove duplicates
• Create links between spreadsheets based on the search values you specify
• Automatically fill empty cells in a spreadsheet based on a known lookup value in one or more spreadsheets (for example, if you have a source spreadsheet that contains phone numbers for a list of people, you can use the data mesh to update a different spreadsheet with those same phone numbers).

Create new configuration

You will create new DataMesh configurations in the Create New Configuration wizard. The creation process has five steps. To start the wizard, click New Configuration in the upper right corner of the DataMesh application and follow the steps in the wizard.

1- Select the source item

1. Search or browse to find the worksheet or report that contains the data you want to display in the grid sheet.
2. After locating the spreadsheet, select it and click the Next button.

2- Select the destination worksheets 

1. Search or browse to find the worksheets from which you want to copy data.
2. After locating the spreadsheet, select it and click the Next button.

3- In this step, you will choose which fields will be mapped and determine which information will be moved where.

1. In the box Search Values in Source Worksheet, select the value common to both spreadsheets (the value you want to look up in the destination spreadsheet).
2. Select the fields to be mapped in the Source Spreadsheet and Destination Spreadsheet(s)sections. That is, if there is a match between the source and destination spreadsheets for the Lookup Value, the data you specify in the Data Field boxes (or column names) will be copied to the destination spreadsheet.
   
   NOTE: The names of the columns being mapped do not need to match; however, it will be easier if you follow a standard naming convention for similar data in the spreadsheets.
3. When you have selected the columns you want to map, click the Nextbutton.

4- Set the display options

1. To specify how (and how often) you want to merge data in the various drop-down menus, use the display options:

• Overwrite data in destination worksheets: If set to Yes, the overwrite setting will replace any data in the data field column in the destination spreadsheet.

• Duplicates in the source spreadsheet: This option controls how to handle duplicates if they are found in the source spreadsheet.
  Selecting 1st match will use the first matching search value from the source spreadsheet.
  Ignore entries will completely ignore duplicate lookup values.

• Data Mapping Format: This option controls whether you want the data to be actively synchronized with the Cell Links functionality of the source spreadsheet or copied from the source spreadsheet.
  NOTE: The Copy and add data option will copy matching lookup values between the source and destination spreadsheets, but will also add new lookup values from the source spreadsheet that do not have a matching lookup value in the destination spreadsheet.

• Execution frequency: Scheduled execution frequency for updating data grid values.

1. Enter a title similar to the purpose of the mesh (for example, the type of data you are merging) in the Name field under Configuration Name.
2. Click the button Nextbutton.

5- Here, you confirm that you have mapped the data fields correctly, that you are satisfied with the specified options, and that the Configuration Name makes sense. If everything is in order, click the Update button.

As a result, once you have completed the configuration in Smartsheet DataMesh, the simplification in searching between spreadsheets is evident.

In short, with the ability to remove duplicates, create automatic links, and fill in empty cells, data efficiency is maximized. In this way, the setup wizard, in five simple steps, guides you through the creation of custom settings, allowing you to carefully select fields and display options.

Therefore, the flexibility offered by DataMesh allows for adaptation to different data mapping needs, while the intuitive wizard interface provides an easy and agile experience. Furthermore, by using Smartsheet DataMesh, users can achieve remarkable consistency in spreadsheet processes.

In conclusion, upon completing this configuration in Smartsheet DataMesh, the results promise simplification, efficiency, and consistency in operations between spreadsheets.

Advanced Use Cases for DataMesh

Smartsheet's DataMesh solves complex data synchronization challenges:

Business Scenarios

• Portfolio consolidation – Data from multiple projects in a unified view
• Master data synchronization – Always up-to-date list of customers, products, or employees
• Executive reports – Dashboards with consolidated data from across the organization
• Data governance – Single source of truth for critical information

Best Configuration Practices

1. Define unique key fields – Ensure accurate matching between spreadsheets
2. Limit synchronized fields – Only data necessary for optimal performance
3. Set appropriate frequency – Balance updating vs. processing
4. Document configurations – Facilitate future maintenance by the team

Common Troubleshooting

Common problems and solutions:

• Data not syncing – Check permissions and key fields
• Slow performance – Reduce data volume or frequency
• Incorrect values – Check column mapping

TaskIT implements DataMesh solutions optimized for your specific business needs.

TaskIT Consulting Smartsheet

We provide consulting, implement, train, and support your team on Smartsheet. We provide consulting, implement, train, and support your team on Smartsheet.

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