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OnePager lets you take any Smartsheet project plan and create a timeline view that is color-coded based on the health of each task. Don't have OnePager yet? You can download a 15-day free trial to check it out.
Adding Project Health to Smartsheet
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Start with your Smartsheet project. Here, we have a handful of tasks assigned to different phases:
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To track health in Smartsheet, we can add a custom column by right-clicking and choosing Insert Column Left. We'll create a custom Dropdown list column called Health:
Feel free to customize the health values for your project. In this example, we'll use On Schedule, Late, Early, Blocked, Complete, and Future.
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Assign a health status to each task in Smartsheet, like this:
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When you import your Smartsheet project into OnePager, you have the option to select only certain rows. To do this, insert a Checkbox column called OnePager and check the rows that you want to include in your project health report:
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Color-Coding Tasks Based on Smartsheet Health
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Now that your Smartsheet project has a health field, we're ready to import it into OnePager, which you can launch from the desktop icon:
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When OnePager's start screen appears, click NEW:
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Go to Select > Browse Smartsheet to connect to your Smartsheet account:
If you haven't used OnePager with Smartsheet before, Smartsheet will ask you to confirm your username and password before signing in.
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Select the Smartsheet project that you want to import, and click OK:
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Give your Gantt chart a name, and make sure that you're filtering on the OnePager checkbox column, if you set one up in Smartsheet. Click Next.
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On the field mappings screen, choose the Health column for color coding, and then click on Create New Chart:
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OnePager will import your project from Smartsheet, displaying any rows that you selected. Tasks that have the same parent will be grouped together into swimlanes. We've also color-coded the tasks based on their health status back in Smartsheet:
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If you want to customize which colors apply to each different health value, you can set up conditional formatting. To do this, go to Home > Chart Properties > Task Bars and click on the Manage Rules button. Here, we've set up custom conditional formatting rules so that we have control over the color of each health value in Smartsheet:
Our conditional formatting rules ensure that late tasks are orange, blocked tasks are red, completed tasks are blue, early tasks are green, tasks that are on schedule are yellow, and future tasks are purple. Feel free to assign your own colors as you see fit.
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Once your rules are applied, your project health report should look something like this:
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Displaying Smartsheet Health in Symbol Columns
In the example above, we built a Gantt chart where the color of each task corresponds to the health value back in Smartsheet. An alternative is to use OnePager's text and symbol columns to display the detailed health information from Smartsheet. Here's how:
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Return to Home > Chart Properties > Task Bars and click the Manage Rules button. Replace the conditional formatting rules that assigned color based on health with colors based on the phase (parent row) of each project, like this:
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When you apply the rules, the chart will look something like this:
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Now we can add the project health information from Smartsheet to the columns on the right-hand side of the chart. To do this, go to Home > Chart Properties > Rows/Swimlanes. Enable the Right #2 text column, and map it to the "Health" field:
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Click Apply and you will see that OnePager adds a column on the right-hand side of the chart that includes the health values from Smartsheet:
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Back in Chart Properties enable the Right #1 text column and map it to the same "Health" field. Then, click on the Manage Rules button, which will allow you to assign different symbols and colors based on the health of each Smartsheet task:
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With conditional formatting, we can set up rules that display a symbol in the column instead of text. For each health value, we'll assign a different symbol and color, like this:
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Apply the conditional formatting rules, and OnePager will convert the health information in the second column to symbols:
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