Creating a NEW Chart using Smartsheet for Version 7.1

Introduction

This article addresses the creation of new charts from Smartsheet source plans. Smartsheet source plans are processed by the OnePager Bundle Standalone edition only. Smartsheet source plans are available online and OnePager Bundle requires that you connect to an authorized Smartsheet online account. The workflow presented in this article is based upon OnePager Bundle Standalone and assumes that you have an authorized Smartsheet online account and that OnePager Bundle is already connected to that account.

Overview Flow Chart for OnePager Bundle Standalone & Smartsheet

Preparing the Smartsheet Source Plan

Connect to your Smartsheet online account and access the required source plan. Set the Flags/Numbers field into the Smartsheet source plan. This is the flag that OnePager uses to determine which tasks and milestones to import. Determine which of the tasks and milestones are to be included and set the Flags/Numbers field cell to Yes for these while leaving the remainder of the task's and milestone's Flag field set to No, 0, or blank. At this point the Smartsheet source plan can be saved and closed. The OnePager Bundle Standalone edition of OnePager Bundle does not require that the Smartsheet source plan be launched first.

Launching OnePager Bundle Standalone

Launch OnePager Bundle Standalone from the Desktop Icon. The OnePager splash page appears briefly followed by the OnePager Chart Editor form displaying the OnePager Bundle Start form as shown below:

When you click the NEW button, OnePager displays an abbreviated OnePager choices (OPC) form.

When you click the Select button shown above, OnePager then provides a dropdown menu for you to either choose to use the BROWSE Smartsheet …, or click the RECENT option to access recently created Smartsheet source plan files as shown above. Click the BROWSE Smartsheet … option as shown above access the OnePager Bundle Choose what to import form where you can select an Smartsheet source plan from the list of your Smartsheet files to load as shown here:

When you click on the desired Smartsheet file to select it and then click the OK button on the Choose what to import form above, OnePager loads the selected Smartsheet source plan and provides you with the expanded OPC form so that you can confirm or edit the settings before OnePager creates the new chart.

As shown above, OnePager displays the loaded Smartsheet source plan in the Selected File(s) group of the OPC form. You can use the Add/Remove feature (described elsewhere) to edit the choice of Smartsheet source plan, add additional files to the source packet, and remove files. Clicking the Add/Modify button accesses the Data source selection form as shown below:

Since the OnePager Bundle can process various source plans from Microsoft Project, Microsoft Excel, Oracle Primavera P6, and Smartsheet, it is necessary to assure that the Starting Template matches the source plan type. OnePager Bundle can normally do this for you but as a reminder please check the Starting Template’s name before proceeding with filling out the rest of the OPC form.

It is recommended that the chart name selected refer to both the project and, perhaps, be familiar to the audience that is likely to view the completed OnePager chart. Additionally, notice that the Select Tasks with ‘YES’ in field: is showing Show It. We’ve added Show It as a User Defined Field (UDF) in Smartsheet as a text field for convenience. Most users select UDF text field to tell OnePager which tasks and milestones to import but any text field or any number field can be used. It is important that the Flag field represented in this window correspond to the Flag field containing the Yes and No data placed in the Smartsheet source plan.

The Snapshot date represents the time now or as-of date for the chart you are about to create. If the date created by OnePager does not reflect the status date required, change the date by using the calendar dropdown window. As the source plan changes later on, you can create additional snapshots to show changes consistently.

Finally, note that the Show file mappings checkbox is checked ON as shown above. Checking this checkbox ON and pressing the Next> button takes you to the second page of the OPC form shown below:

This form allows you to edit which Smartsheet source plan fields are used for various purposes such as the Start field and the Color by field. The Edit current template button also gives you a second opportunity to edit many more initial properties of the chart by accessing the current Template Properties form. Once these choices are confirmed or edited, click the Create new chart button and OnePager imports the flagged data and creates the chart.

Once the chart is created, you can edit by right-clicking task bars and milestone symbols and using the context menus commands. You can also left-click on task bars and milestone symbols and use the editing Icons on the OnePager ribbon tool bar tabs. You can also left-click on a task bar or milestone symbol and use the mouse to drag the selected task bar or milestone symbol up or down from row to row in the chart. When the desired editing is complete, click the Copy to Clipboard button on the OnePager Home ribbon tool bar tab. Then paste the chart into a Microsoft PowerPoint presentation, email message, or Microsoft Word document. If the chart contains more than one page, you can choose to copy the entire document, the last page (current page), or a selected numerical page to the clipboard. OnePager can save all charts and snapshots after editing.

Related Links

Creating a NEW Chart via Pull Operation Feature

REPLACING a Snapshot via Pull Operation

ADDING a Snapshot via Pull Operation

Custom Update (Replacing) of a Snapshot via Pull Operation

Using the OnePager "Data" Tab's "Selected file(s)" Button

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