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Use this guide when you need to work inside a CoSheet, not only ask Sofie about a spreadsheet. CoSheet supports direct spreadsheet editing, import, formulas, pivot tables, charts, collaboration, and Excel export.

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Import spreadsheet files

You can import Excel or CSV data from chat, from a Workspace, or from the CoSheet toolbar.
1

Open the CoSheet

Open the CoSheet you want to update or create a new one.
2

Click Import

Use Import in the toolbar or the More menu.
3

Choose the file

Select the Excel or CSV file.
4

Select source sheets

Choose the sheets you want to import.
5

Choose where to import

Select Add as new sheet or Replace existing sheet.
6

Handle name conflicts

If sheet names conflict, choose Rename with suffix (2), Replace existing sheet, or Skip conflicting sheets.
7

Confirm import

Review the selected sheets and click the import confirmation button.
Replace existing sheet overwrites the selected sheet. Use it only after you confirm the existing sheet is no longer needed.
After import, check:
  • Header rows.
  • Units and date formats.
  • Hidden rows or filtered rows in the source file.
  • Merged cells.
  • Blank columns.
  • Formulas that may have imported as values.

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Enter formulas directly

Click a cell and type formulas like you would in a spreadsheet. Examples: 
=SUM(B2:B20)
=AVERAGE(C2:C20)
=COUNTIF(E2:E100,"Open")
=IF(D2="Pass","Ready","Review")
=STDEV.S(B2:B20)
Use direct formulas when you already know the calculation. Use Sofie when you know the rule but do not want to translate it into spreadsheet syntax.

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Ask Sofie for formulas

Ask Sofie in chat or Sofie Everywhere to help you create formulas for the CoSheet. Good formula requests include:
  • The sheet name.
  • The column names.
  • The rule.
  • The output column name.
  • How missing values should be handled.
  • Whether the formula should be filled down.
Example: 
In this CoSheet, add a column called Status. Use Result, Lower Limit, and Upper Limit. Mark Fail when Result is below Lower Limit or above Upper Limit. Mark Review when a limit is missing. Otherwise mark Pass. Show me the formula before applying it.
Another example: 
Create a formula for Days Open using Created Date and Closed Date. If Closed Date is blank, use today's date and mark the row as still open in a separate Status column.
Ask Sofie to show the formula first when the calculation affects a decision, risk score, or review conclusion.

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Fill formulas across rows

1

Create the first formula

Enter the formula in the first data row below the header.
2

Check the result

Compare the result with a manual calculation for one or two rows.
3

Fill down

Copy or fill the formula through the rest of the table.
4

Spot-check edge cases

Check blank cells, missing limits, text values, and dates.
Use helper columns when a formula gets hard to read. For example, calculate Days Open, Limit Status, and Owner Status separately before creating one final review status.

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Use CoSheet for life sciences tables

Common CoSheet patterns:
WorkflowUseful columns
Deviation trackerDeviation ID, product, batch, event, category, owner, due date, status, open question.
CAPA effectiveness checkCAPA ID, metric, baseline, target, post-implementation value, window, evidence, conclusion.
Batch record reviewBatch, section, observation, impact, missing evidence, owner, disposition question.
Risk assessmentHazard, cause, control, severity, occurrence, detectability, rationale, action.
Tech transfer action logWorkstream, action, sending site owner, receiving site owner, due date, blocker, decision.
Ask Sofie to create these tables when you have the source information in chat, a CoMeeting, or a Workspace.

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Create a pivot table

Use a pivot table when you need grouped counts, sums, averages, or comparisons by category.
1

Prepare the source data

Put headers in the first row of the source range. Remove blank header cells.
2

Open Pivot

Click Pivot and choose Create Pivot Table.
3

Set the source range

Enter the Source Range in A1 notation, such as A1:F100.
4

Set the output location

Enter the Output Start Cell, such as H1.
5

Drag fields

Drag available fields into Rows, Columns, Values, or Filters.
6

Choose aggregation

For value fields, choose the aggregation that matches the question, such as count, sum, or average.
7

Set display options

Toggle Row Totals, Column Totals, Grand Total, and choose a style.
8

Create the pivot

Review the configuration and create the pivot table.
Use Auto in the pivot dialog when you want Sofie to suggest a starting layout from the available fields. Good pivot questions:
  • How many deviations are open by product and category?
  • Which CAPA owners have overdue actions?
  • What is the average assay result by campaign?
  • Which batch record sections have the most review findings?
  • How many risks remain high after planned controls?

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Manage existing pivot tables

The Pivot menu can show existing pivot tables. Use it to edit, refresh, or delete a pivot. Refresh a pivot after source data changes. Review any stale pivot before sharing the CoSheet or exporting it.
A pivot table summarizes source data. It does not replace source-row review when individual records matter.

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Create a chart

Use charts when you need to see a pattern, compare categories, or explain a trend.
1

Prepare the data range

Put headers in the first row and labels in the first column when possible.
2

Click Chart

Open Chart from the toolbar or Create Chart from the More menu.
3

Choose chart type

Select a chart type such as column, bar, line, area, pie, doughnut, scatter, or radar.
4

Enter the data range

Use A1 notation such as A1:D10.
5

Add a title

Use a title that states the metric and grouping.
6

Set chart options

Choose legend position, grid lines, data labels, stacked bars or areas, and smooth curves when available.
7

Preview

Open Preview to check the chart before creating it.
8

Create the chart

Create the chart and review labels, units, and outliers.
Chart type guidance:
Chart typeBest for
Column or barCounts or values by category.
Line or areaTrends over time or campaigns.
Pie or doughnutSimple composition with few categories.
ScatterRelationship between two numeric measures.
RadarComparing profiles across several dimensions.
Do not use a chart to hide data quality issues. Ask Sofie to inspect missing values, units, outliers, and grouping logic before you draw conclusions.

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Export to Excel

Use Export or Export as Excel to download a .xlsx file. Before exporting:
  • Refresh pivot tables.
  • Check formulas after imported data changes.
  • Confirm chart labels and units.
  • Remove scratch sheets or clearly label them.
  • Confirm sensitive draft notes should leave Sofie.
  • Save or note the version you exported.
Useful export prompt: 
Review this CoSheet before Excel export. List formula risks, stale pivots, unclear chart labels, missing units, hidden assumptions, and rows that need human review.