Best Of
Re: How to extract email address from a contact list the use the value in an adjacent column
Hi @Tommi, this feature request is exactly what you're looking for!
Best!
SSFeatures
Re: Interactive Dashboard without Dynamic View?
Hi @melimob
Using the URL query string technique, you can allow viewers of a Smartsheet (or a dashboard with a published sheet in view-only mode) to update specific fields without requiring editor access to the main sheet.
Solution Setup
1. Creating an Update Link in the View-Only Dashboard
- In the demo dashboard, a sheet viewer can click on the UpdateURL link in the view-only published sheet (1st sheet).
- This link dynamically pre-fills a Smartsheet form with the relevant Row ID, allowing the user to update the User Code.
2. Using a Pre-Populated Form for Data Entry
- The UpdateURL link includes a query string that passes the RowID to a hidden field in the form.
- The user can then enter a new User Code, which gets submitted to a separate Form Sheet (2nd sheet).
- This allows updates without direct access to the main sheet.
3. Syncing the Updated User Code Back to the Main Sheet
- The 1st sheet retrieves the latest User Code from the Form Sheet using the following formula:
[User Code] =JOIN(COLLECT({Form Sheet : User Code}, {Form Sheet : RowID}, RowID@row, {Form Sheet : Latest}, true))
This formula ensures that the latest User Code associated with the RowID is pulled into the main sheet.
4. Retrieving Metadata from the Lookup Table
- The metadata fields are dynamically populated from a 3rd lookup table based on the User Code:
[Metadata 1] =JOIN(COLLECT({Metadata Look Up Table : Metadata 1}, {Metadata Look Up Table : User Code}, [User Code]@row))
[Metadata 2] =JOIN(COLLECT({Metadata Look Up Table : Metadata 2}, {Metadata Look Up Table : User Code}, [User Code]@row))
[Metadata 3] =JOIN(COLLECT({Metadata Look Up Table : Metadata 3}, {Metadata Look Up Table : User Code}, [User Code]@row))
[UpdateURL] =FormURL# + "?RowID=" + RowID@row
5. Ensuring Only the Latest Entry is Used
- The Form Sheet includes a Latest Check column to track the most recent entry using this formula:
=MAX(COLLECT(Row:Row, RowID:RowID, RowID@row)) = Row@row
Benefits of This Approach
No Editor Access Needed – Users can update data from a view-only sheet.
Secure & Controlled Updates – Only specific fields can be modified.
Dynamic Metadata Retrieval – Automatically fetches relevant metadata.
Scalable & Reusable – Can be applied to multiple workflows.
This method enables interactive dashboard functionality without requiring Dynamic View or direct sheet access.
If you need further assistance, feel free to reach out, and I’d be happy to help.
Have a great day! 😀
Re: Function for "current user" to use in formula?
Using a helper column, such as Breadcrumbs, is a standard practice in this case.
=JOIN(ANCESTORS([Task Name]@row), "> ")
Then, use the column in the report.
Re: Calling all Music Fans - Let's make a playlist for ENGAGE 🎧️✨
I have a few GREAT songs!
1. Delta Sleep from Brighton, England. They write songs that have real meaning and are just SO good!
- Delta Sleep - Sunchaser - https://www.youtube.com/watch?v=8IaESL2GMQM
- Delta Sleep - Slow Burn - https://www.youtube.com/watch?v=c3Z5s2iZgAQ
2. Enemies from Irland! They guys we have had on the playlist in the past for engage. If you don't know them they are amazing and great happy music!
- Enemies - Love Unlimited - https://www.youtube.com/watch?v=xFYBar5gCRY
- Enemies - Play Fire - https://www.youtube.com/watch?v=d6PoF97A_FA
3. Strawberry Girls - Salinas, CA Again another great band!
- STRAWBERRY GIRLS - Tasmanian Glow - https://youtu.be/vSbk8iYP_zo?si=RwDXRcUz9jNSM-8v
- Strawberry Girls - Mini Ripper - https://www.youtube.com/watch?v=mHy6F3wwZUU
Joe Goetschel
Re: Send Dashboard via email - manually and automated workflow
Hi @MHalvey55,
Thanks for the interest on this thread. I can assure you Smartsheet is indeed working on this capability, I had another working session with them a couple of weeks ago. As with all new features, there is no published timeline for it but it is being actively worked. It seems like such a simple request, but as we delved deeper into needs and use cases, this becomes quite a complex challenge. I do think Barak and his Team are going in the right direction and the solution will be a great one. I would suggest you keep monitoring this thread, I know Barak follows it as well so rest assured the right person will see your post.
If you have not voted up this idea at the top of the thread, please pile on. The more support we have the better. Have a great day!
TomG
Re: Welcome to the Education Community!
Hello Everyone,
- Where do you work and what’s your department/role? - North Central College in IL. Director of Technology Infrastructure.
- How long have you been using Smartsheet? - 5 years
- How are you using Smartsheet today or planning to in the future? - Project Management Office which runs all the projects for our division (currently 21). Cybersecurity Controls, Request Management, Policy Governance, A/V Inventory, Infrastructure Responsibilities, Project Cost Tracking & License Management.
- What else would you like to learn from your peers in the education industry? - How's the acceptance for Smartsheet going at your school?
Scalperjim
Re: Welcome to the Government Community!
Where do you work and what’s your department/role?How long have you been using Smartsheet or Smartsheet Gov?How are you using Smartsheet or Smartsheet Gov today or planning to in the future?What else would you like to learn from your peers in government?
Hi! I'm Trang. I am an Analyst and PM for a well known IT consulting firm. I have been using Smartsheet for about 9 years. My previous job I was a dedicated Smartsheet consultant architecting and building solutions across one of the largest health plans in the US. With my prior Smartsheet experience, I was also asked to take on the role as the Smartsheet product owner for the entire firm when I was hired in my current position, which I gladly accepted and get the opportunity to spread the knowledge and benefits of the product.
Although we do not have or on a Smartsheet Gov plan, 95% of our contracts are national, state or local government so are bound to the same data security, confidentiality and compliance requirements and standards. The firm uses Smartsheet for traditional project management, but have heard of other types of solutions. I am in the process of creating Smartsheet solutions for Operational Risk Management and PPM.
I would love to learn the end to end governance process people use to best manage data security - from identification, auditing, guardrails or exceptions integrated and why. I'd also love to learn how data security updates are best integrated into the tool as they are released and what types of automations people have set up to help manage the constant data security updates.
Re: Welcome to the Government Community!
Hi all. I'm Jenni and I live and work in Melbourne, Australia.
Working in the Not For Profit sector at a Primary Health Network with a workforce of just over 100 people. We receive federal government health-allocated funds and commission local services to deliver primary health services.
I joined the organisation 15 months ago as a Project Officer and had never even heard of Smartsheet. Now I'm one of the leading users and provide support and training for others!
Whilst we are technically not government, we are bound by government data security and compliance requirements so this is a big focus on how we use Smartsheet.
Smartsheet has mostly been used as the official project management tool for strategic projects - for their management and also reporting to the Executive and the Board. Dashboards are my world 😍 but as all our reports need to be included in a Word document 🙄 we 'MacGyver' a lot!
Other things we've created:
A tool kit for tracking overtime to be taken as Time in Lieu of being paid overtime rates (this might be just an Australian thing?). It is a thing of beauty, if I do say so myself.
Business planning mechanism including tracking against KPIs.
A connector (using forms and workflows for notifications) between a mental health referral intake team and the team who manage the services, to flag changes in services or problems encountered by clients.
I've been grateful to connect with @Mark Weeks who also works in govt in Australia to learn about getting the most out of Smartsheet whilst complying with data security and compliance.
I created these coffee mugs for the team I work in for Christmas presents 😁 My best days at work are creating things in Smartsheet!
Jenni
Re: May Question of the Month - Join the conversation and receive a badge
"I’m like the Fairy Godmother of my university!" ✨
You know how Disneyland runs smoothly with rides, parades, snacks, and characters all working together? Behind the scenes, someone has to keep track of everything to make the magic happen.
At my job, I do something like that—but at a university!
I help people see what’s going on by organizing big piles of information and turning them into easy-to-understand charts and pictures—like a map of what’s working and what needs help. I use a special tool called Smartsheet—it’s kind of like my magic wand.
If someone wants to how a project is going, I can show them instantly.
And just like Fairy Godmother teaches Cinderella, I teach other people how to use Smartsheet so they can create their own magic too.
I also help with planning and organizing—like a behind-the-scenes helper making sure everything runs like a well-oiled parade float.
Deena Duran
Re: May Question of the Month - Join the conversation and receive a badge
I bang bang on the keyboard and cool stuff comes out.
NeilKY