Creating Smartsheet Forms
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- čas přidán 30. 07. 2024
- This 20-minute video will give you all the information you need so you can start creating Smartsheet Forms! Creating a Smartsheet Form can be very useful for gathering information from people within your organization. They can be used as a survey or even a tracker for items such as help desk support. The Forms will look attractive and be easy to use by the end user and on the back end you will have a Smartsheet grid that allows you to manipulate and organize the data.
You will walk away from this video understanding how to:
-Create a Smartsheet grid from scratch, strategically thinking through what information you need to receive from end users, and setting up the columns accordingly
-Turn that grid into a Smartsheet Form, ensuring the functionality aligns to what is expected from the people submitting information
-Make your Smartsheet Form easy to use, with instructions and 'help' fields
-Create a link to the Smartsheet form and/or send via email
-Export the data you gather into an Excel or PDF file
Comment below with questions or tips of your own for creating Forms!
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Great training! Very clear and concise instructions. Will definitely start using these grids/forms to collect data from both internal and external teams. Thanks, Kandis!
Thanks for watching, Tyler!
Presented in user-friendly way and at good pace. I only had 1 or 2 details I had to sort out myself after watching this.
Kandis!! Just found your channel, and wanted to say thank you so much! I just started a new job that uses smartsheet and I'm new to all this. You are a lifesaver and just subscribed
I’m so happy it’s helpful!
Appreciate the training. Very good pace and very clear!
Thank you, Richard!
Thank you for the lesson Kandis!
My pleasure!
Thank you so much for this. This was immensely helpful.
My pleasure, Alain! 🙌🏻
Your videos are very helpful. Thanks for putting them together.
Thank you, Maulik!
Thanks so much for this. This is so helpful. I was informed that i needed to use Smartsheets and I had never heard of it.
So happy it is helpful, Sonya!
Fantastic training. Clear, simple and straight to the point. Thank a lot!
Is it possible to add pictures / images to the Smartsheet form?
Wonderful! So helpful.. Thank you
Hi everyone! Someone asked if you can include attachments on Forms...YES! When designing the form, there is an option on the left hand side that allows you to ‘attach files’. You simply need to drag and drop this into your form.
You can then customize your workflow notifications to include attachments. It is a great feature!
Thanks so much Kati’s that was so helpful.
I’m glad it was helpful!
Good intro, would have also liked to see how to add open field to multiple choice options and build in logic. Would you build in logic from the grid or the actual form template?
Thanks for the suggestion! Logic will be built in from the form itself. Here is additional information: help.smartsheet.com/articles/2481701-use-conditional-logic-to-streamline-form-submissions
Very helpful! Thanks!
You're welcome!
Thank you for your smartsheet Videos.
Glad you like them!
Hi kandis thanks for the video. Just want to let you know finished my virtual training. Cant wait to apply for what I learned.
Best of luck with your projects, Mark!
@@PMPexpert Thanks wish I can have a portfolio with you.
Hi, I'm still unclear where the forms go when submitted. For example, I need a team of people that can track the forms and use that data to analyze - can an entire team get notified when submitted? Apologies if this is a silly set of questions! But appreciate the training and any insight.
Thanks for your helpful video. Finally got to see what it looks like on the back end when the "intake" form is returned and how the info populates the cells. I agree, it would be great if the form could be saved with partial fields filled in and the team member could come back at a later time to complete. My question is, I have a sheet with a ton of other info and the form I am sending covers about 5 columns of information I need to retrieve from about 40 different people. So when the "intake" form comes back to me, it will simply populate the information at the bottom (or top) of the sheet correct? So I will need to cut and paste the info into the correct and corresponding row? I hope that makes sense. Thank you!
Thanks for your comments/question!
One option is to send an "Update Request" via Smartsheet automation to the individuals you need information from. First, ensure the individuals are listed in a contact column. Then, set up a "Request an Update" automation for someone in the contact column, including only the columns you need them to complete. The individual will receive an email with an "Open Request" button. When they click the button, a Smartsheet update form will open, allowing them to enter the requested information. While the update form resembles a standard form, it doesn't offer the same editing options.
This is a great question, and I'll work on a video explaining this in more detail over the next few weeks. Thanks again for the comment!
Hi I cannot get the form to show all my task. Not all task are showing up on the page? I love your videos
This is really super helpful.
Thanks for watching, Theresa!
Very, Very, Helpful! Thank you! I plan to use this SmartSheet function to gather FY budget proposals from multiple budgetary units in my organization. Basically, I want to know know a dollar amount per budget category / line item, a short justification, and provision for submission of vendor quotes in PDF format. Continuing to explore... You gave me a great jump start...
Chris - you can also build in logic, if you want different forms for different functional areas! There are so many possibilities. Thrilled it was helpful!
This was a super helpful video
I’m happy to hear that, Libby!
Nice entry-level introduction. I'm curious if Smartsheet allows for dependent drop-down lists in their forms. For example, in your sample form, you have a column for "Department". If you wanted to add an additional column for users to identify the relevant division within a selected department, can you limit the options available in that Division drop-down list only to those that are pertinent to the Department previously selected. For example, if I selected the Finance Department, my Division drop-down choices would change to Accounts Payable, Procurement, Accounting, Payroll, etc., whereas if I selected the Utilities Department, my drop-down list would now be limited to Water, Sewer, Electric, etc.
Thanks for a nice tutorial.
Hi videojunkie! Yes, this should be possible with the conditional logic that Smartsheet offers now with the forms. For example, ‘If Finance is selected as the drop-down then only the column that has the Finance Division options to select from shows up.’ The way you suggested building it is how I would approach, with a separate column for each Division drop-down. See this article to assist you:
help.smartsheet.com/articles/2481701-use-conditional-logic-to-streamline-form-submissions
Dear Kandis! Thank you very much for your video on Smartsheet Forms!!
My question is: when do you fill in the form, do you have to enter all the info at once?
If you want to continue working later how would that work? Would be displayed which questions you have already worked on?
Hi Vera - at this time you cannot save in draft format. I agree this is a much needed addition! Many people have posted on Smartsheet forums asking for this functionality and I’m hoping we will see it in the future! Thanks for your comments.
Really helpful Kandis
Thank you, Mark!
Hi Kandis, I would like to use a form like this for an employee spotlight. Can the form then be used to create a dynamic space to share the information collected with everyone in the company? I am thinking some kind of dashboard that displays all the information.
Hello! Yes, you are absolutely on the right track. You can build the information you want to share into a dashboard and then ‘publish’ it to get a link to share with the desired audience. Tip: it might be beneficial to build summary reports first and link them into the dashboard. It makes it look cleaner!
@@PMPexpert thank you so much! Can you share a reference link that shows how to build the summary reports?
@@sunset200 Step 1: help.smartsheet.com/articles/2476786-define-your-work-with-sheet-summary
Step 2: help.smartsheet.com/learning-track/smartsheet-intermediate/sheet-summary-reports
Hello. Is it possible to add a signature section to the form? Thank you 🙏
Hi John - I realize I'm late to the party on your question, although there isn't a clean way of doing this with a Smartsheet form (yet!). However, I do want to add a couple of possible solutions/workarounds for people that may have a similar question. CZcams video with some ideas - czcams.com/video/NWyxsytnSHg/video.html and Smartsheet community options - community.smartsheet.com/discussion/68592/signatures-on-forms#:~:text=There%20are%20a%20couple%20of%20options.%20Save%2Fexport%20the,ok%20instead%20of%20the%20signature%29%203rd%20party%20integration%2Fservice. Best of luck!
@@PMPexpert thank you. However, smartsheet needs to incorporate a signature section for the form. It's obviously a critical piece missing
@@johnpearson7910 Agreed! They do have a link to provide ‘Smartsheet Product Feedback & Ideas’, and I bet they are getting this feedback often - hopefully we will see it in the future: community.smartsheet.com/categories/smartsheet-product-feedback-&-ideas
Hi Kandis, can you please explain how in display as -> multi-line text box you populated values in there?
Hi Shelly! When you are building the form and have selected which fields you want to display by dragging them from the left pane into the form (center pane), you can then click on the field you want to allow multiple lines of text for and select ‘Display As -> Multi-line text box’ in the options pane on the far right hand side. It will then allow you to enter how many lines of text you want to allow. Note: the field must be set up with ‘Text/Number’ properties in the sheet you are building the form off of for this to show up as an option. Please let me know if this works for you!
How can I limit a response in dropdown muiti-select? For example there are 5 options to select: a,b,c,d,e and the first person selects "a" how can I do to not have this option anymore and the next person would have only 4 options (b,c,d,e) to prevent and block people to choose the same one
Kandis, is there a way to save work in progress while filling in a form, and submit at a later date?
Hello! To my knowledge…no. This has been a highly requested feature, based on a lot of questions I’ve seen posted in Smartsheet communities. I worked with a client and we used Smartsheet for performance evaluations, which was a lot of information to submit via one form. We ended up creating a PDF document that mirrored the Form to save ‘work in progress’, so managers wouldn’t lose their work. It wasn’t an ideal situation, although it did serve as a solid workaround. I hope this is helpful!
Thanks a lot!!! Can we have multiple forms feed into 1 grid?
Eg- I wish to share specific kind of forms to different departments. Is it possible?
Yes, you can have multiple forms! You have the option to ‘manage forms’ or ‘create forms’. Just create a new one, tailoring to the department needs. Great question.
@@PMPexpert You are wonderful! Thanks for the reply. I will definitely try it.
I want add data in text box by url querystring .I have one url of samrtsheet form and I call that url in my personal application I want to send data from my application to samrtsheet form by url querystring and this data automatically populated in my form text box please help me
Hi,
Can a user save the form and come back to it later before submitting? Thanks
No, I don’t believe so, Ken!
How do i assign people to review the submissions, when you hit the submit button, that form should be sent to a specific person. Also, the person submitting the form should receive an email notification.
1. For someone to be notified when a meeting form is submitted, you will want to go to the ‘sheet’ where the information is stored, select ‘Automation’, and create a new ‘workflow’ to ‘alert someone’. This will notify them!
2. When someone submits the form, they need to select ‘send me a copy of my responses’ at the bottom of the form. Then it will ask them to provide their email address. I always encourage people to use this feature.
@@PMPexpert thanks for the fast response! Appreciate it.
I press the 'back ' option after submitting my form to an organization...... will it affect ?? Plz help. And thanks for the vdo🙏
Hi Riddhi! As long as you clicked the submit button prior to clicking the back button, I think it is all good. I just tested with a form I own and the info still showed up in the grid.
@@PMPexpert Thank you so much
is there anyone that can help us one on one with smartsheets?
Hello Ann! Please send your request for support to inquiry@effectiveflowconnections.com and someone from our team will be in touch at the soonest. Thanks for watching!