Automation - Having a form pop up from a different smartsheet if the criteria changes in the other

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Hi,

I have 2 different smartsheets and I was hoping to set-up the automation that if a criteria changed on one of the rows in the 1st smartsheet, the form from the other smartsheet would open.

We have 1 sheet that tracks testing and if the criteria is failed, then the form for the other sheet would open and the user would then need to add information to that form to track defects (there's a lot of additional inputs needed once it's been designated a defect and we track separately, but could eventually link the two sheets via the defect ticket)

I've played around with the automation and there's nothing that stands out to where I can add the link if the field changes to Failed. Hoping you can give me a couple of tips - Thanks

Answers

  • Mike TV
    Mike TV ✭✭✭✭✭✭
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    @Tracy S

    You should be able to create a new column on your sheet called something like "Form URL" and then put in a formula such as:

    ="https://community.smartsheet.com/discussion/100893/automation-having-a-form-pop-up-from-a-different-smartsheet-if-the-criteria-changes-in-the-other#latest"

    As long as the last 2 lines at the bottom of your sheet have this formula in it, any new row added will get the formula as well.

    Then you can write an automation to include the "Form URL" information when a new row is added with Failed in that one cell.

  • Tracy S
    Tracy S ✭✭✭
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    The columns already exist and are associated with Testers and have a column with drop down of Passed, Failed, Ready for Retest. If the tester marks it as Failed, then ideally the form would appear (Refer to 1st screen shot)

    All of the rows would have already been built out as they would be associated with the scripts the testers needed to execute. We would not be adding additional rows

    In the screen shot example, when Tester Trevor or Tester No. 2 changes the dropdown to Failed, the form would pop up, but the automation can also be tied to the column Failed Scripts (this feeds off of all 3 testers based on the results from executing the script)

    The Intake Form is what I'm hoping to connect once the tester has marked the script Failed. The Intake Form is tied to a different sheet for tracking defects. Hope this make more sense - Thanks



  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @Tracy S

    I hope you're well and safe!

    To add to Mike's excellent advice/answer.

    Here's a possible workaround or workarounds

    • Mike's suggestion and maybe add that it would be hidden until it should show, and you could also add a message so the user knows exactly what they should do.
    • Triggering an Update Request instead

    Would any of those options work/help?

    I hope that helps!

    Be safe, and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Please support the Community by marking the post(s) that helped or answered your question or solved your problem with the accepted answer/helpful, Insightful/Vote Up/Awesome. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Tracy S
    Tracy S ✭✭✭
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    Thank you for the additional information, will continue to play around with it to see what I can come up with.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    @Tracy S

    Excellent!

    You're more than welcome!

    Please support the Community by marking the post(s) that helped or answered your question or solved your problem with the accepted answer/helpful, Insightful/Vote Up/Awesome. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

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