Viewing sheet data through a form

Danny T.

Hello!

I have a form that collects project proposals from associates. I also have approval workflows set up and they work nicely.

However, when the approval emails go out, the link takes the approver to the sheet. I would like it to take them to the form, so the data is nicely laid out.

Is this possible? I realize I can use workflow to generate a PDF that shows the information, and that is my second choice, but the form would be very nice.

Matt Johnson

Hi @Danny T.

You can't technically have the "form" be sent back out but you can customize the message using the {{ }} brackets in the email Subject Line and Body. This works very well for approval emails because you can add only the editable field for the approver, such as an "Approved" CheckBox. If you add all fields, the approver could have access to change those fields prior to approving.

I hope that helps.

Matt

Danny T.

Thanks, @Matt Johnson. What is the benefit of using brackets around the field in the email, versus simply limiting the fields included in the message?

Edit - There are approved/denied buttons at the bottom of the email either way, right?

Danny T.

@Matt Johnson

Matt Johnson

Hi @Danny T.

You're right. It looks the same to me. I'm use Update Requests more which are similar but you can edit the fields being shown unless you use the brackets and omitt the fields you don't want editable.

For Approval requests the brackets and fields included are ultimately the same but using the brackets and fields together might provide a different layout to focus on information in different ways.

I hope that helps.

Matt

Danny T.

@Matt Johnson do you ever use the information collected in an Update Request later in the workflow, under an Approval block? It's unrelated to this thread but I thought I would ask since you brought up using update requests.

I posted more specifics here: Using info from "request an update" later in the same workflow — Smartsheet Community

Matt Johnson

Hi @Danny T.

Personally I keep them separate and keep the automations as simple as possible but I've seen long complex ones too. I know that's not a great answer but just know that you aren't alone with whichever path you choose.

Matt