Prepopulate forms with some data

Liz_Snavely

Hi -

I have a financial tracker of sorts. Each row in my sheet equates to a different savings opportunity. I need to prepopulate each form with different data and send it to different users.

Every form will have the same fields, but every form will contain different data, some of which I prepopulate and some of which is prepopulated by users. Also, there will be multiple forms being completed by different users at the same time. What's the best way to accomplish this?

Darren Mullen

@Liz_Snavely Have you looked into URL Query strings for Smartsheet forms?

Here's a demo video explaining some about them:

https://youtu.be/GFdDextsBUI

Liz_Snavely

@Darren Mullen Hi Darren - Thanks for the recommendation, but this doesn't relate to the challenge I'm having.

Darren Mullen

@Liz_Snavely Can you explain more about your challenge or show an example?

Liz_Snavely

I've figured out a work around. I don't want forms to create new rows, but to update a row AND create the ability to show row specific data that's already been entered. Each form would need to be sent with unique data and responses would need to be placed in an existing row . The only way to do this is via an update request.

Allison Yen

This is exactly what I need to do as well in the same circumstances. May I ask, did you use an existing template from Smartsheet or create one from scratch? If latter, how did you set it up?

Liz_Snavely

@Allison Yen Hi Allison - I am using the "Send Update Request" to users. Select and entire row of data, right click and select 'Send Update Request". A window opens, you identify the person you want to send it to and then at the bottom of the window there is a 'include all comments...button', I selected edits and then choose which fields I want to include. The user gets an email and selects 'Open Request' and they enter in their updates. It looks identical to a form. You can try this by selecting yourself as user which will cause you to get an email so you can test/see if it will work for you.

Allison Yen

@Liz Snavely Thank you so much! This is super helpful and I am so grateful that you asked the question and shared the solution. Take care!