Dynamic Drop Down in Forms

Hi,

I've tried googling and searching the forum but cannot find an answer for my use case.

As part of a 2 stage project approval process I want to create a form that has a dropdown option to select project ID numbers from a list of projects that have passed the first stage.

e.g. If I have 3 projects PROJ01, PROJ02, PROJ03 and only PROJ01 and PROJ02 have passed the first stage gate, I would like the dropdown to lookup a list that will:

Exclude PROJ03 as it has not passed the first stage gate
Exclude any project that has passed the second stage gate

Is this possible in Smartsheets? I was hoping I could create a report that generates the list and then point the dropdown list to that report...

Thanks,

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Accepted answers

Andrée Starå

@Iain

Happy to help!

More info:

https://www.smartsheet.com/marketplace/premium-apps/data-uploader

https://help.smartsheet.com/articles/2482755-dynamic-dropdowns-data-shuttle

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All comments

Ipshita

Hi @Iain

Try the automation workflow of Approval process for this purpose -

We have a similar scenario where we are using this workflow and it's turning out to do the job perfectly.

Hope this helps,

Cheers,

Ipshita

Iain

Thanks for the reply I'll take a look but I don't think the workflow will work for my use case.

I need to have two separate forms for project sponsors/project managers to complete a submission request to have their stage gates scheduled. High level process is:

Submit form for stage gate 1 request - pass stage gate 1 - complete design phase - submit form for stage gate 2 request - pass stage gate 2 - proceed to build.

What I am hoping to do is have the form for the stage gate 2 request look up which projects have passed stage gate 1 and present their project IDs in the drop down rather than having the user type the project ID (scope for data input errors).

Andrée Starå

Hi @Iain

I hope you're well and safe!

You could do this with the Premium App, Data Shuttle, to update the dropdown list automatically.

Is that an option?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Iain

Hi @Andrée Starå

Data shuttle is not something I have looked in to but will have a look to see if this is possible. Thanks for your help.

Iain

Andrée Starå

@Iain

Happy to help!

More info:

https://www.smartsheet.com/marketplace/premium-apps/data-uploader

https://help.smartsheet.com/articles/2482755-dynamic-dropdowns-data-shuttle

Iain

@Andrée Starå thank you for the suggestion, I've got it working perfectly using Data Shuttle.

Andrée Starå

@Iain

Excellent!

You're more than welcome!

pacemyrick

Can you share how to were able to make dynamic dropdowns in forms? I can't see where to add data shuttle information to populate in the form creation, only in the smartsheet.

maxgonzaga

https://community.smartsheet.com/discussion/comment/415346#Comment_415346

Yes, I can see from Data Shuttle documentation that we can populate sheet dropdowns, but I haven't figured out to populate SmartSheet form dropdown with Data Shuttle.

Paul Newcome

@pacemyrick and @maxgonzaga The form dropdowns are driven by the sheet dropdowns.

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