End User Survey Linked to Project ID

SLatario

I saw a Smartsheet video a few months ago where they had a way to link an end user survey into a sheet that would automatically send to the customer/submitter when a project from that sheet was completed, and also linked up to the Project ID associated to that particular customer. I'm hoping to set something like that up but am at a lost for where to start. I also can't find that Smartsheet video any longer to reference!

Hoping to get some pointers.

Paul Newcome

How do you currently have everything set up? Knowing your existing structure will go a good ways towards helping to figure out where to best fit in a customer survey.

Andrée Starå

Hi @SLatario

I hope you're well and safe!

Can you share some screenshots of the structure? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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SLatario

Sure! Structure is currently that a customer fills out a form that's housed in our "Pt Ed Request Intake (with form)" sheet, which populates form data into the sheet, and then I have a bunch of internal columns (too many to screenshot but see below for example of a few). I've set up 18 different workflows to notify the team that a new project has been submitted, and then carry the project forward to multiple different subgroups to get their input and approval with the goal of having one final document of patient education for that project.

I believe that in the video I referenced in my initial question, that they had created a separate form for end user/customer feedback on a ticketing process, and had somehow created a way to link that feedback to the specific Project ID/ticket so that the team could understand what feedback is for each project's process from the customer's perspective.

I imagine this form should live in a separate folder under the same workspace, but I'm unsure if/how I can link it up to a specific Project ID. It would be great to be able to do that, but not world-ending if I can't.

Structure of Project overall:

Sheet structure--columns in color are internal columns, and I've got a spot for the (hopeful) link to an End User Survey that I'd set up to send out to the customer/submitter once the project is marked complete and after a certain amount of days have passed.

Paul Newcome

My suggestion would be to build the survey into the same sheet. The exact way to do this depends on your personal preferences, security settings, etc., but the most straightforward would be to build in the columns and send them out as an update request to the client.

If that is not preferred, you can generate a custom form URL (there are a number of posts on that here, and I can provide some links if you need them) and send that URL to the client via an alert.

SLatario

Hi Paul,

Thanks for the reply! If I move my rows to an archive sheet, should I build the survey questions as columns into the original sheet or into the archive sheet where that workflow would live with the update request? I am new to moving rows to other sheets so advice on that would be great.

I would appreciate links to posts on generating custom form URLs--would love to learn more about that even if I don't use that. Thanks again.

-Sarah

Paul Newcome

@SLatario If using an update request, I would suggest sending it from the Archive sheet. This way you can go ahead and archive even if they haven't filled out the survey, and if they fill out the survey after you archive, the responses will still be recorded.

This should help you get started with custom form URLs:

https://community.smartsheet.com/discussion/100634/url-query-string-and-char-function-helper-sheet