Drop down list from another sheet

MandyKrez

How do I utilize data from another sheet or excel file to create drop down options on a form?

For example, I have a file that contains employee names, emails, job titles, job codes ect and I have a smartsheet that I would like to have a drop down list for each of these options that employees can select from on a form that is connected to the sheet. So if they start to type in their name on the form, it will populate their name to choose from the drop down list.

I've tried to use datashuttle, but it actually takes it away from the form (unless I'm doing this wrong?!).

Any help is appreciated! Thank you!

Andrée Starå

Hi @MandyKrez

I hope you're well and safe!

Have a look at this guide.

https://help.smartsheet.com/articles/2482755-dynamic-dropdowns-data-shuttle

Did 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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MandyKrez

@Andrée Starå thanks, I got it to work! follow up question, is there a way to trigger if you fill out the employee name, that it will automatically populate the rest of the demographic info?

for example, I have it set up on the form that it created a dropdown list of options for all employee info - name, email, job code, job title, department ect - but you have to manually input the information on the form for each topic. I'm wondering if everything after employee name can automatically bring in the correlating info on the form?

Andrée Starå

@MandyKrez

Excellent!

Happy to help!

You can't get it to auto-populate in the form, but using cross-sheet formulas, you can have it auto-populate the rest of the information in the sheet.

Make sense?

Would that work?

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MandyKrez

@Andrée Starå That could work - could you provide me the information on how I would set that up?

Andrée Starå

@MandyKrez

Excellent!

Here's more information.

You could use cross-sheet formulas combined with either a VLOOKUP or INDEX/MATCH structure to connect the sheets, and when you update the source sheet, it will reflect on the destination sheet.

https://help.smartsheet.com/function/index

https://help.smartsheet.com/function/match

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David Jasven

https://community.smartsheet.com/discussion/115728/drop-down-list-from-another-sheet

I built software to help, and I think it may be useful to many Smarstheet Admins
Take a look at the video, you can have sources from ANY column in Any sheet and destination drop downs in Any sheet for any column. You can also use the same source data to populate multiple dropdown columns in multiple destinations.

https://youtu.be/8AYfwDlMoDg?si=jqPfwd22YIAdDQKh

SMARTSHEET EXPERT CONSULTANT & DEVELOPMENT

David Jasven | Workflow and Business Process Consultant / CEO @ Must.do

W: www.must.do | E: smartsheethelp@must.do | WhatsApp: +1 347 380-7697

Feel comfortable to contact me for any help with Smartsheet, integrations, general business process advice, or anything else. I am more responsive on Whatsapp.

EduTechDiva

https://community.smartsheet.com/discussion/comment/442590#Comment_442590

I appreciate the video and the concept of the product. I'm concerned how long I'll be able to rely on this hack since Smartsheet is also wanting us to pay for a level up to get this sort of functionality?

I'd also like to offer a skad of feedback on the video. It's a great demo. Steps/how to is quite clear. But hard to get through. The delivery pace is a bit slow, and the background audio track is super distracting. Perhaps lower the volume on it a bit or pick something less frenetic? You can really see what I mean when you tick up the playback speed. Thanks.

David Jasven

Thank you for the feedback