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Can you pre-fill a form, from information entered on a row by one employee and then have another employee complete the rest of the form

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  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭✭
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    @Robert S Fike

    Hi Robert

    At the moment in Smartsheet Forms are data collection tools which create a new row. So in short, using forms it is not possible for 2 different people to use the forms function to separately update the same row.

    Employee1 would start the row in a form, then you could:

    a) create an Update Request automation to send a request to Employee 2 to collect their entry. An update request "looks like a form" but is an automation tool. This would allow Employee 2 to update the same row as employee 1.

    b) create a report that shows the rows that Employee1 entered and ask Employee 2 to use the report to fill in their columns.

    c) contact me via my profile page (email address is there) and ask me to tell you about our tool called Smarter Forms which will allow you to collect data and Edit existing records of data in a form view embedded in a Smartsheet Dashboard.

    I hope this helps.

    Kind regards

    Debbie

  • Robert S Fike
    Robert S Fike ✭✭✭✭
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    Thank you. I sent an email to you, requesting information on Smarter Forms.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @Robert S Fike

    I hope you're well and safe!

    To add to Debbie's excellent advice/answer.

    • Yes, it's possible with a workaround to have one employee submit one part of the form and then another continue it.
    • We'd use the URL-Query feature to send the second employee an Alert to fill in the rest of the form, which would be collected in a so-called helper sheet. Then, we'd use cross-sheet formulas (INDEX/MATCH or VLOOKUP) to collect the added information to the main sheet.

    Make sense?

    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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    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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  • Robert S Fike
    Robert S Fike ✭✭✭✭
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    Thanks Andree. I get the index/vlookup, but not sure about the URL-query. I will need some help here. I will start researching that information.

    Thanks again.