Smartsheet Forms- How to determine how many forms were sent out?

misohungry78

I love the Smartsheet form feature, but do we have a good way to know how many forms were sent out? Trying to get a response rate %

mkoch

You can add a auto number field to your form. Next add a column to the sheet to grab the number via the MID function. e.g. =MID([Response #]@row, 10, 10). You can then use the max value on this new column.

Alternately, You can add a report that summarizes the autonumber column.

misohungry78

Thanks for the response! I think I needed to be a bit more clearer- I've created a form and can send it out to 15 people. Let's say I get I get 5 people to respond to the form, which is then auto-populated back to the sheet. The auto number is a good idea since I can see that 5 responses came back. 5 responses out of the 15 forms sent is a 33% response rate.

But what I am asking is- how do I know 15 forms were sent out?

Toufong Vang

@misohungry78, you can create a helper column and then add a second action to your workflow automation to place a value into that column following the update request. Your automation will have 2 actions: one to send the "form" and the other to record that the form was sent.

SteyJ

https://community.smartsheet.com/discussion/114119/smartsheet-forms-how-to-determine-how-many-forms-were-sent-out

https://community.smartsheet.com/discussion/comment/408892#Comment_408892

This is an interesting solution, but it might cause issues calculating the total if the row for the form entry if it's not already created.

How are the forms being sent out? It may be best to just create a row with each person's name on it, then instead of using the "ModifiedBy" column to send out the form, you can use the contact in each row.

Another option would be to use update request for those rows, so you don't have to worry about a new row being created.

misohungry78

@jacob, the form is going to be sent out within the smartsheet application

SteyJ

https://community.smartsheet.com/discussion/comment/408900#Comment_408900

Are the names manually put in an automation workflow, or are they put in via contact name at a cell? Do you have a list of these contacts in a separate sheet?

if the amount of people who are sent the form never changes/rarely changes, it would be easiest to calculate just by using a static value such as 15

if you need it to dynamically update and calculate, the best way would be to create a count function of all the employees who are on the form roster, and then count the amount of entries and use those variables to get your percentage