Unique Information in Smartsheet Form

Hello! I am working on a survey in Smartsheet that will request updated/missing contact information from our customers. In some of the questions, we would like to show the customer what we have on file and then have them update if needed.

Is there a way to pipe this information into the survey that would be unique for each customer? Perhaps if it is stored in a different Smartsheet?

Answers

  • brianschmidt
    brianschmidt ✭✭✭✭✭

    I'm sure there could be multiple ways to accomplish this. One option would be to create a sheet with all the data and questions you'd like to gather as columns. Then, each row corresponds to a customer (with their emails in a contact column). Then, you set up an automated workflow that sends an update request to the clients based on a set trigger. In the recipient line of the update request, you'd have it pull from the contact column (assuming you have at least every customer's email address).

    For the workflow, you'll need some sort of trigger (perhaps a checkbox that you can tell the workflow to run when it changes to checked). The update request sends them a form showing all the fields you selected for them to view. They can update any inputs, even if there is already data there (i.e. seeing what address you have on file and updating it). Just be sure that any fields you don't want them to edit that you keep those columns locked in the actual sheet and any you want them to be able to edit in that form, you keep unlocked. Finally, in the workflow settings (little gear icon in the top right when looking at all your workflows), you'll want to select "Unrestricted" to ensure everyone can respond to the update requests regardless of their access to the base sheet.

    Let me know if you have any further questions. I've set up a lot of similar workflows for my work. Hope this helps!:)

  • Brian! Thank you so much. I'm going to give it a shot. I'll be back if I get lost. Appreciate!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @swaters504

    I hope you're well and safe!

    To add to Brian's excellent advice/answer.

    • Another option could be to use the URL-Query feature.

    More info:

    Would that work/help?

    I hope that helps!

    Be safe, and have a fantastic week!

    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.

Help Article Resources

Want to practice working with formulas directly in Smartsheet?

Check out the Formula Handbook template!