Using Multiple Forms to Update a Single Row

rshelnutt

Is there a way to use multiple forms to feed into a single row?

An example would be our orthopedics program. Our coordinator collects several pieces of information from multiple departments (OR, Pre-Surgical, Med/Surg Nursing Floor, Education, etc.)

Can I build something so she can create a row per patient with their ID number and have others use a form to fill in their specific pieces, but everyone's information would be housed on the same row linked to the original patient ID number?

Thanks!

Regina

Paul Newcome

You would need to use either an Update Request so that the info populates the same row directly, or you would need a separate sheet with the forms and use formulas with cross sheet references to the form sheet on a "summary" sheet to gather all of the data.

Mary McCabe

Paul—-Can you share info on how to set up the update request?

Im trying to puzzle through the same issue as the original poster. Thank you, Mary

Paul Newcome

@mary twomley Here is an article that should help get you started:

https://help.smartsheet.com/learning-track/smartsheet-intermediate/update-requests

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Jared P

https://community.smartsheet.com/discussion/comment/461887#Comment_461887

Hi Paul,

I am hoping that you could assist in getting me started with the cross sheet reference formulas that would be needed to make this work.

I have a similar issue as many of the users where I need two different forms done by two different users to end up producing data on the same line. I would love this to be a feature! The only column that will be shared by both forms is what we call a roll number.

So I assume that roll number is how the summary sheet will find the data from the two forms since that is the only unique ID# I currently have without making up a number.

Any advice you can give to get me started would be greatly appreciated!

Jared

Paul Newcome

@Jared P Are both forms populating the same sheet?

Jared P

The second form doesn't exist yet. Currently I have one form with one sheet, but I need to create a second form and marry the two entries on one line from two different users.

I am open to how to do that, but the update requests will not work for me if I need to add users to the plan. Ideally I don't want to have the operators log into smartsheet if they can avoid it and just have them enter data into forms.

Andrée Starå

https://community.smartsheet.com/discussion/comment/464078#Comment_464078

Hi,

I hope you're well and safe!

You can probably structure it to start with a form and then have the second part through an automated update request. They don't have to be added as users.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Michelle Choate 2

Hey @rshelnutt - if you ever want to walk through your solution and have someone to white board solutions with you, I am always happy to help! Just email me and we can set up a time to zoom :) Love to help out my fellow community members.

Jared P

These operators do not have email access through our company. So ideally I am trying to create a solution for people without a work email.

So the automated update request will not work. I need to find a way to make two smartsheet forms populate the same line using some kind of unique ID to link them. In this case my roll number is the way to link them without creating a new ID.

Michelle Choate 2

You can do this by creating two separate sheets. The primary sheet with all of the columns. Then a secondary sheet that has just the columns from the second form. Give everything a unique ID. Then using INDEX/MATCH or INDEX/COLLECT to bring the data back into primary sheet from the secondary form sheet.

Andrée Starå

https://community.smartsheet.com/discussion/comment/464112#Comment_464112

They don't need to have email access to your account.

If you don't have their email, you can ask for it when they submit the form and then use it to make the update request.

Make sense?

✅ Remember! Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Awesome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!

Jared P

The employees here do not have a work email. I can not ask them to use their personal email for work.

Is there any other way besides update requests because they will not work for my situation.

Jared P

https://community.smartsheet.com/discussion/comment/464114#Comment_464114

Thank you, this is closer to the solution I was looking for since many of our employees do not have a work email address. I will give this a shot!

Paul Newcome

https://community.smartsheet.com/discussion/comment/464078#Comment_464078

I would suggest two separate sheets for this. The first sheet would have all fields with the first form built into it. The second sheet would be for the second form. You will need to be sure that users filling out the second form are also entering some type of identifier so that it can be tied back to the first form entry. From there I would use a series of INDEX/MATCH or INDEX/COLLECT formulas (depending on your identifier(s)) to bring the data back over to the first sheet.

=IFERROR(INDEX({Column To Pull From 2nd Sheet}, MATCH([Unique ID]@row, {2nd Sheet Unique ID Column}, 0)), "")

Jared P

https://community.smartsheet.com/discussion/comment/464176#Comment_464176

Hi Paul,

Thank you for the extra detail. When I start putting this together I will refer back and ask more questions if I get stuck.

Thanks again!