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Dividing Data Collection Sheet into smaller sections

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Hi everyone,

I’m looking to get feedback on an issue we’re facing with our Workiva ESG instance. We have a data collection sheet that contains over 3,000 rows of data. As you can imagine, this puts a significant strain on the Workiva application whenever we need to open and update the sheet.

We’re considering dividing this single sheet into multiple sheets to improve ease of use. Would this be a practical solution? Currently, accessing and working on the sheet is challenging, especially when multiple people are trying to work on it simultaneously.

Any advice would be greatly appreciated.

Thank you!

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  • Andrew McKenzie

    I can't give a complete answer, but just anecdotally: we currently use a data collection (spread)sheet that is divided into many sections (perhaps 20–40ish) with only a small number of rows of data (3–10 typically) per each. I have seen or heard of some performance issues, but it does not seem to be debilitating or spreadsheet-wide, so I would say it is reasonably practical and fit for purpose.

    Some other random related thoughts; YMMV:

    • Teach/remind users that they can filter such things as comments, attachments, and tasks by section so that they can see those pertaining to one section at a time. I *do* think (but can't prove) that this can improve performance at times, but it also just makes for a cleaner and simpler user experience.
    • A reminder that each section will have a different URL, so if you share the file around by link be mindful of which section is open when the URL is copied.
    • You could also try Workiva Tasks (if you haven't used it yet) to gather some metric values and hence reduce how many rows of data need to be in your data collection sheet.
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