Is there a way have "Send Responses" checkbox defaulted to checked on Smartsheet Forms

keesuri25

Hi,

We have a Smartsheet form to be filled out by account teams that are outside our org. So they are not contacts. As most of the account managers do not check to get their responses recorded and emailed and without access to the sheet, they end up duplicating their submissions.

As they are not part of our org, I am unable to setup an automated email or test it.

Is there a work around, where the "send responses" checkbox can be made a required field or that field auto checked ?

Ray Lindstrom

@keesuri25

Re: "I am unable to check the "Unrestricted" option to send the email outside our org. Its disabled for our org."

Sound like a restriction placed on your company's account by the Admin or Admin Team.

Ray Lindstrom

Hello @keesuri25,

Unfortunately there is not an option for this at the time.

You can search for forum for Product Idea here https://community.smartsheet.com/categories/smartsheet-product-feedback-&-ideas?sort=top, and upvote any existing requests. If there isn't already an existing request, please submit one!

All the best,

-Ray

Paul Newcome

If you have a field for them to enter their email address (and make it required), you can set up an automation to send to that contact column when a new row is added.

Ray Lindstrom

@Paul Newcome,

Re: "If you have a field for them to enter their email address (and make it required), you can set up an automation to send to that contact column when a new row is added."

Question: Sounds like a published form. Will that work if the users outside the org are not contacts?

Paul Newcome

Yes as long as the email address is in a contact type column and depending on your automation settings.

Paul Newcome

You can also use a custom URL to automatically check the box, but it won't make them putting in an email required, and they can still manually uncheck the box.

If it is definitely required, just capturing the email address in a field works pretty well. It also allows you to turn on field validation to ensure they enter an email address. It could still technically be an incorrect email address, but if it is missing the @ and some kind of domain then it won't allow submission.

keesuri25

Thank you. But yes, not sure if this will work users outside the org.

Paul Newcome

I use this regularly for outside users. As long as it is captured in a contact type column and you have your automation permissions set to unrestricted, it will work.

keesuri25

I am unable to check the "Unrestricted" option to send the email outside our org. Its disabled for our org.

keesuri25

How do we use a custom URL to auto check the box ?

keesuri25

and the custom URL sends to a default email address correct ? Not to the sender's (form submitter's) email address ?

Ray Lindstrom

@keesuri25

Re: "I am unable to check the "Unrestricted" option to send the email outside our org. Its disabled for our org."

Sound like a restriction placed on your company's account by the Admin or Admin Team.

Paul Newcome

The below will show you how to have the box automatically checked. You would use a "true" value for the checkbox portion but would need to leave the email address blank in the URL. It does not send to a default address. It only checks the box for them. They would still need to enter their own email address.

https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values