How to create dropdown list to use data from another Smartsheet to auto populate some fields

Janice Phua

Reference the image attached.

1. I would like to create a dropdown list for #1 from another Smartsheet (Course Catalogue) which contained the list of the courses.
2. When one selects from #1, it will auto populate fields A and B from Course Catalogue Smartsheet.

Is this possible?

Bassam Khalil

Hi @Janice Phua,

If you mean you want to collect column values for A & B from the Course Catalog when you select a number, and that number matches a record in a different sheet which contains this data, then you can use the Index/Collect function.

Here is a sample:

1. Create a database sheet containing all courses (A, B) with a unique ID for each row.
2. Create another sheet to collect student requests (Dropdown for course IDs), and you can create a form to be used by the students.
3. When any student submits his request, the following formula will automatically use those data:

Column A formula (convert it to column format formula)

=IFERROR(INDEX(COLLECT({Course A}, {Course ID}, [Course ID]@row), 1), "")

Column B formula (convert it to column format formula)

=IFERROR(INDEX(COLLECT({Course B}, {Course ID}, [Course ID]@row), 1), "")

the following screenshots shows a sample

the courses database sheet

the Submittal sheet

Janice Phua

Hi @Bassam Khalil,

Thank you for the reply. Sorry that I did not provide more details.

Two files here:

1. Main file with the column "Course Name (as per L&D Catalogue)".
2. Reference file with the column "Course Name".

I want to create the dropdown list under column "Course Name (as per L&D Catalogue)" to link to the "Course Name" Smartsheet directly.

E.g. when I am adding a new row in the Main file, I can select the course name from the dropdown list (which is link to the Reference file "Course Name"). Once I select the course that I want, it will auto populate the information in Main file cells A and B from the Reference file.

Here is the image from the Reference file and hope I am making sense, thanks.

Andrée Starå

Hi @Janice Phua

I hope you're well and safe!

I recently developed a solution for a client where the dropdown lists are updated using the premium app Data Shuttle.

Is that an option?

More info: 

https://www.smartsheet.com/marketplace/premium-apps/data-uploader

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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Janice Phua

Hi @Andrée Starå ,

Sad to say we don't have Data Shuttle as part of our add-on :(

David Jasven

https://community.smartsheet.com/discussion/comment/425200#Comment_425200

Hi Janice,

I devloped an application for this recently. Take a look at my video I put together. I think this is the solution you are looking for.
I hope it fits your needs

I'm here to help if you have any questions or need further assistance.

✅ If my response helped solve your problem, please consider marking it as Insightful, Vote Up, or Awesome. It helps the community find solutions more easily!

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.

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