Multi-Step Workflow: Creating and Linking Forms with Unique Identifiers

Good morning!

I'm trying the following in Smartsheet:

1. Create a form that has a field to input multiple emails, each submission has a Unique ID.

2. When the form gets submitted, it will send an email to the emails in the submition with a new form of a different sheet.

3. Once the second form is filled by the email receiver and submitted, a new row is created in the second sheet with the Unique ID of the first sheet.

I'm able to do 1 and 2, but I can't figure out how the piece in 3 could be created. Is it possible to achieve this with Smartsheet? Maybe with the help of Data Shuttle, DataMesh, Dynamic View?

I also thought that it might be possible to create new rows in the second sheet for each email recipient in the first form, and then send a form based on that second sheet. But, I don't know how to trigger the creation of new rows that would contain the Unique ID.

Any help would be immensely appreciated.

Thank you.

Best Answer

  • Toufong Vang
    Toufong Vang ✭✭✭✭✭
    edited 01/08/24 Answer ✓

    @Halli9 Yes, it is possible with the usage of Smartsheet's URL query string.

    Let's say that the URL to the Sheet 2 form that you want users to complete is:

    https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b
    

    Also, in Sheet 2, the column in which you store the Unique ID from Sheet 1 is something like Sheet1UniqueID.

    If you want to include the Sheet 2 form URL in the email alert/notification message, your email message will need to contain:

    https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b?Sheet1UniqueID={{Unique ID}}
    

    If you're including rows from Sheet 1 in the email, your Sheet 1 will need to have a column like Sheet 2 Form URL that contains the formula,

    ="https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b?Sheet1UniqueID=" + [Unique ID]@row
    

    When the email recipients submit the completed Sheet 2 form via the URL sent by the Sheet 1 automation, the unique ID will be inserted into the new rows created.

    Here is Smartsheet documentation on using query strings in a form URL: https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values

Answers

  • Toufong Vang
    Toufong Vang ✭✭✭✭✭
    edited 01/08/24 Answer ✓

    @Halli9 Yes, it is possible with the usage of Smartsheet's URL query string.

    Let's say that the URL to the Sheet 2 form that you want users to complete is:

    https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b
    

    Also, in Sheet 2, the column in which you store the Unique ID from Sheet 1 is something like Sheet1UniqueID.

    If you want to include the Sheet 2 form URL in the email alert/notification message, your email message will need to contain:

    https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b?Sheet1UniqueID={{Unique ID}}
    

    If you're including rows from Sheet 1 in the email, your Sheet 1 will need to have a column like Sheet 2 Form URL that contains the formula,

    ="https://app.smartsheet.com/b/form/6145a2c33c4e42e68bf53900e4a4845b?Sheet1UniqueID=" + [Unique ID]@row
    

    When the email recipients submit the completed Sheet 2 form via the URL sent by the Sheet 1 automation, the unique ID will be inserted into the new rows created.

    Here is Smartsheet documentation on using query strings in a form URL: https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @Halli9

    I hope you're well and safe!

    To add to Toufong's excellent advice/answer.

    • Another option is to start with a form and continue the process with automated Update Requests.

    Would that work/help?

    I hope that helps!

    Have a fantastic week & Happy New Year!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community 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!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Halli9
    Halli9 ✭✭

    Hi @Toufong Vang and @Andrée Starå!

    Thank you so much for both of your ideas, I will try them out and let you know how it goes!

    Happy New Year to you as well!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Halli9

    Excellent!

    Happy to help!

    Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community 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!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

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