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

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
    Bassam Khalil ✭✭✭✭✭✭
    edited 03/13/24

    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

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  • Janice Phua
    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
    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: 

    Would that work/help?

    I hope that helps!

    Be safe, and have a fantastic week!


    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!


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: | | P: +46 (0) - 72 - 510 99 35

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

  • Janice Phua
    Janice Phua ✭✭✭

    Hi @Andrée Starå ,

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

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