What is the best way to use Smartsheet to track questions and answers with multiple responses?

Sarahvani · 08/21/23

I have a client who would like to both ask questions about their work product, and have the responses tracked in Smartsheet. This has typically been done through email exchanges with different coloured writing, but it's getting confusing and difficult to track the conversation (plus someone will reply to the wrong email, and lose half the answers etc. etc.). I presented a method which had three columns per 'round' of questions (i.e. Column one "Question", Column 2 "date asked", Column 3 "asked by", and then Column 4 "Response", Column 5 "Date responded" and Column 6 "Response from", then Column 7 "Follow up question", Column 8 "date asked", by whom and so on. The client hates having to scroll across the sheet.... Are there any other suggestions for how to handle this?

Andrée Starå · 08/23/23

https://community.smartsheet.com/discussion/109196/what-is-the-best-way-to-use-smartsheet-to-track-questions-and-answers-with-multiple-responses

Hi,

I hope you're well and safe!

You could add the comments in separate columns and then use the Row Edit view to show it in a waterfall view.

Also, you could automate the date parts and either hide or combine the answer with the help of so-called helper columns.

Something like this.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Paul Newcome · 08/23/23

This is a very rough example, but it shows the general idea. You use an Auto-number column (I like to hide it after setting it up). Then you have a manual entry text/number column where you can manually enter a question number based on which question your response is to. Then you have a 3rd column that essentially grabs the appropriate question number either from the auto number column for new questions or the response column for responses.

Formula for the Q# column that can be used for sorting or grouping in a report:

=IF([Q# Response Is For]@row <> "", [Q# Response Is For]@row, [Auto Number]@row)

In the below you will see that I had 3 new questions in a row so the Q# column goes 1, 2, 3. Then I have 3 responses to the first question as noted by the 1 in the middle column. Since I have indicated those are related to Q1, you will see 1 in the Q# column.

(I usually hide the auto-number column after setting it up)

Sarahvani · 08/25/23

Thank you both so much!

Paul Newcome · 08/21/23

Have you tried using the row Comments? What about a separate sheet for Q&A?

Sarahvani · 08/22/23

Thanks @Paul Newcome , could you elaborate on what you meant by a separate sheet? The Q&A actually is a separate sheet already, but the client isn't enjoying the long sideways scroll. We initially suggested comments, but the client is rather print based, and don't think the conversations being on a separate sheet when exported to print....

Paul Newcome · 08/22/23

My apologies. I must have misunderstood your original post.

Accommodating print has never been a fun thing to do in Smartsheet. The whole point of the platform is live collaboration. That said... Maybe a couple of helper columns. One is an auto number to generate a "base" Q#. Another would be text/number and manual entry so you can enter a Q# if the entry is in response to an existing question. A third column would have a formula to pull in the manual column if it is not blank or the auto-number column if the manual is blank.

A grouped report or sorting the sheet based on the 3rd column will help keep everything together

Sarahvani · 08/23/23

Thanks @Paul Newcome! I am testing this but not proficient enough with the formulas/Smartsheet to get this to pull into the Third Column - would it be something like If column x contains "Q" - then an instruction to populate?

Andrée Starå · 08/23/23