Intake Process: populating one row with 2 form submissions?

1845sarah

Hello

I have a workflow mapped out and Im stuck as to how Smartsheet can handle it

Part 1: this is where an internal user populates a form with a few fields: one of the fields is a 'Supplier Name' which contains an email address

Part 2: this triggers a workflow where the Supplier - as above - receives a form

Part 3: once received the Supplier populates the remaining fields: this results in one record on one row in a sheet.

I dont think the above is possible: as part 2 needs to be an update request to ensure that the information in on one row. It needs to be on one row as further in the workflow a document is generated with all of the info on that row

Or is it possible?!

Thankyou!

Razetto

@1845sarah There are two scenarios to accomplish it. The first is that you send an update request at the row level to that specific supplier so that the new information is added within the same row, but it's a manual process.

The second scenario involves having 2 sheets. The sheet #1 is for the internal user to submit an entry using form #1, each entry must have a unique ID or number (# auto number type column). Create a notification to the specific supplier whenever a new entry is added, it must include the unique ID/number and a link to form #2.

The 2nd form will be created in sheet #2 to gather the supplier's input. The supplier is to enter the unique ID/number provided before, make it a text type column here, in this way you'll be able to link both entries later.

There are 2 ways to pull the information from sheet #2 into #1. You can then use a formula like index/match or index/contains using that unique ID/number; or you can use DataMesh.

I hope it helps you out!

1845sarah

Hello!

I have tried the above - thankyou - by way of an INDEX MATCH to consolidate the information into one row.

However, I have set up a 'move row' automation so that the info can move to another sheet: the purpose being, the information is then checked by the Finance department who will add information to it.

For some reason, when I select the sheet where the row needs to be moved to, the sheet name doesnt appear in the 'search' window. However, when I select the row and 'move row' that way, the sheet name appears in the directory and it moves ok.

Is there a reason that why I cant see the sheet name via the workflow?

Thankyou!

Paul Newcome

Have you tried a basic Update Request set up through Automations?

1845sarah

Hi Paul

That is an option. But he form has a lot of questions/fields, whereby some help text is required for the User to follow. Unless I am missing something and you can add help text to a field in an update request?

Thank you!

Paul Newcome

Sorry about that. I didn't realize you needed the help text from the Form.

Move Row automation: Are you the owner of both the source sheet and the destination sheet?

1845sarah

I am! I have 4 sheets:

1 - Internal Intake (internal user submits a form: row ID is generated)

2 - External intake (external user submits a form: they enter the row ID which is generated in the above )

3 - Intake and External Intake Merge (sheet where an index match pulls in both of the above references so that the row data is on one line)

4 - Management Sheet (sheet where the merged row above is moved to: from here, there are additional columns which have checkboxes for Finance to check off when they complete there checks)

When a select the row in sheet 3 and move it manually, it works. The automation isnt. But if the cell of the 'trigger' is a formula, it wont work will it?!

Paul Newcome

The trigger cell can be formula based, but it cannot be a formula with a cross sheet reference. If it is a cross sheet reference, then you will need to set up a time based automation to run hourly and set the desired trigger cell as a condition.

1845sarah

Thanks Paul!

Paul Newcome

Happy to help. 👍️