Form drop down selection query

WillH

Hi,

Is it possible to create a form based off a sheet where you can select an entry already in the primary column which would then allow you to update specific other columns?

I would like to have a form where I can select an entry in T Number column, then update Cal Due, In Cal checkbox and comments columns.

Is this possible?

TIA!

Darren Mullen

@WillH This is not possible using Smartsheet forms. You can:

1. Send an update request for a specific row, which is form-like in appearance
2. Use another solution such as Appsheet (it is really easy to do this in Appsheet by the way). The video below shows selecting an existing row based on a value in the row encoded in an NFC tag. Much more than you are looking to do, but my point is that you can use Appsheet to select the row you want to edit from a dropdown :)

https://youtu.be/bmxQhhMONFY

Darren Mullen

@WillH This is not possible using Smartsheet forms. You can:

1. Send an update request for a specific row, which is form-like in appearance
2. Use another solution such as Appsheet (it is really easy to do this in Appsheet by the way). The video below shows selecting an existing row based on a value in the row encoded in an NFC tag. Much more than you are looking to do, but my point is that you can use Appsheet to select the row you want to edit from a dropdown :)

https://youtu.be/bmxQhhMONFY

WillH

@Darren Mullen Thank you!

Unfortunately the company I work for wouldn't allow us to use Appsheet 😕

But at least I know now and it's not a big deal, would have just been a better GUI experience!

Darren Mullen

@WillH Bummer on Appsheet. You could always create your own GUI... If you use Google at your company, you can create a GUI in Google Apps Script :)

There are other third part form solutions as well that would work I believe, but I'm not super familiar with them.

I forgot another suggestion.... If you have access to Dynamic View, that is an option as well if you don't want to share the underlying sheet with users. Or... sharing a report in Work Apps if you have that option as well

WillH

@Darren Mullen Yes I do have access to Dynamic View, although I haven't got my head around using that just yet!

Haven't seen Work Apps yet, will take a look. Should have access to most things I believe as I think it is an Enterprise Plan

Darren Mullen

@WillH Good deal. With Dynamic View you can link it to a sheet or a report as a source. And then you have the ability to show specific columns and edit them selectively.

So, users would be able to see a list of the rows then edit the data they need, but won't need access to the source sheet.

Just like a report, Dynamic Views can be filtered to the logged in user if that's helpful as well.

WillH

@Darren Mullen Thanks, that sounds like a solution!

Would users without a full license be able to view dynamic view?

It all comes under the company account its just a select few users that have the full license, the users that will be updating the data will not have the paid license

Darren Mullen

@WillH Users that you share it with to edit data do not need a license. You can share the Dynamic View with specific users or all users at your company using your email domain.

Also, Dynamic View is GREAT for sharing and getting input from users external to your organization. No license needed for them either, they just need to have a free Smartsheet account associated with their email address :)