How to prepopulate a form using the row as a reference?

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Craig B.
Craig B. ✭✭
edited 03/08/23 in Formulas and Functions

Hello,

I apologize for the simple question. I am a beginner with Smartsheet but I have not found the question answered in the help sheets. I would like to prepopulate a form answer using the row as reference. I can get the form to prepopulate but I have to enter the address manually in the formula each time. I have multiple unique addresses I would like to prepopulate in the form so the row reference will save me hours.


I am using:

"FORM URL"?Address=

What comes next? The column name is Address and I would like it to grab the text from that row. I have tried multiple ways of @ROW but none return the text.


Thank you,

Craig B.

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Best Answer

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓
    Options

    Hi @Craig B.

    There currently isn't a way to have a Smartsheet Form pre-populate data using a row in the sheet as a reference; each form submission is a newly created row in the sheet. Please feel free to add your vote and voice to this Product Idea thread on a similar topic, here!

    You are correct that you could use a query string to pre-populate a form, or add a default value to form fields.

    You can also have the underlying sheet use formulas or workflows to populate row data after the form has been submitted, or use an Update Request to update a row that already exists on your sheet.

    If you're looking to populate the email of the user filling out the form automatically, I would suggest turning on the security settings in your form to require users to sign in to Smartsheet before accessing the form, then use a Created By System Column to automatically capture that email.

    I hope that helps!

    Genevieve

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓
    Options

    Hi @Craig B.

    There currently isn't a way to have a Smartsheet Form pre-populate data using a row in the sheet as a reference; each form submission is a newly created row in the sheet. Please feel free to add your vote and voice to this Product Idea thread on a similar topic, here!

    You are correct that you could use a query string to pre-populate a form, or add a default value to form fields.

    You can also have the underlying sheet use formulas or workflows to populate row data after the form has been submitted, or use an Update Request to update a row that already exists on your sheet.

    If you're looking to populate the email of the user filling out the form automatically, I would suggest turning on the security settings in your form to require users to sign in to Smartsheet before accessing the form, then use a Created By System Column to automatically capture that email.

    I hope that helps!

    Genevieve

  • Carlos D
    Carlos D ✭✭
    edited 03/21/23
    Options

    I been working on something similar for a while and I think I have it nailed down

    the basic concept would be like this

    ="FORM_URL?FORM_FIELD_TO_FILL=" + NAME_OF_COLUMN@row

    There is a way that I am working on to fill multiple fields at once and its working to an extend and its something like this

    ="FORM_URL?FORM_FIELD_TO_FILL=" + ([NAME_OF_COLUMN]@row) + "&FORM_FIELD_TO_FILL=" + ([NAME_OF_COLUMN]@row)

    you can repeat + "&FORM_FIELD_TO_FILL=" + ([NAME_OF_COLUMN]@row) to fill more fields

    it will look something like this

    ="https://app.smartsheet.com/b/form/b1f304a8cc8d4fa187f60caee5c8cd2f?JOB%20NUMBER/NAME=" + ([JOB NUMBER/NAME]@row) + "&DATE=" + DATE@row + "&WORK%20TYPE=INSTALL" + "&LEAD=" + LEAD@row + "&CREW=" + CREW@row

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