One of the most common automation requests in Smartsheet is: “How can I make my task automatically show as Complete when I check the box?”

This workflow not only saves time but also helps maintain data consistency across your project sheets. In this article, we’ll walk step-by-step through how to configure your sheet so that checking a box updates the task’s Status column automatically.

When you check the “Done” (or “Complete”) checkbox in your Smartsheet:

• The Status column automatically changes to “Complete.”

• Optionally, you can also show a completion date or use conditional formatting to gray out the row.

You’ll need at least these columns:

Pro Tip: Keep your dropdown values in the Status column consistent across all sheets (e.g., “Not Started,” “In Progress,” “Complete”). This makes reporting and dashboards cleaner.

This is where the magic happens.

1. Go to the Automation menu → Create a Workflow

2. Choose “When rows are changed” as your trigger

3. Set the condition: When [Done] changes to checked

4. Add an action:Change cell value → Column: Status → New Value: Complete

5. (Optional) Add another action: Record a date → Column: Completed Date → “Date when action is executed”

6. Name your automation something clear like: “Mark Task Complete When Checkbox Is Checked”

Your workflow should look like this:

When “Done” changes to checked
Then change “Status” to “Complete”
And record “Completed Date”

If you want completed tasks to look complete:

1. Go to Format → Conditional Formatting

2. Create a new rule:

   • If Status is Complete

   • Apply formatting (e.g., gray text, strikethrough, or background color)

3. Save the rule

This visual cue helps your team quickly scan for what’s finished.

Now check the Done box on one of your tasks.
If configured correctly:

• The Status column should automatically update to “Complete.”

• If added, the Completed Date should populate with today’s date.

• The row will format differently (if you applied conditional formatting).

You can add a second automation that resets the status if someone unchecks the box:

When [Done] changes to unchecked
Then change [Status] to “In Progress”

This ensures your sheet stays accurate if someone accidentally marks a task as complete.

Automating task completion in Smartsheet:

• Saves time and reduces manual updates

• Keeps team dashboards and reports always current

• Standardizes project tracking across all sheets

• Enhances visibility for project managers and stakeholders

After setup, your Smartsheet workflow behaves like a lightweight project tracker:

• Check the box → Task marked complete → Status and date updated automatically.

No manual edits. No missed updates. Just clean, consistent data.

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