Is it possible to send a copy of a form to someone else at time of submission?

ktcran

We have a large field team with a hierarchical organization. Usually the guys at the bottom are submitting forms which are basically project requests. They access these forms through shortcuts on a published dashboard. We have a required contact field in the form for them to select their name and their supervisors' names. The supervisors vary based on division and region. We want the supervisors to receive a copy of what is submitted without needing a Smartsheet account or logging in to look at the sheet. Is there a way to do this without the field guy having to type in multiple email addresses under "send me a copy of my response" ? Most are doing this on their phones in the field.

KPH

Hi @ktcran

You can set up an automation to send an email to the supervisor when a row is added to a sheet (trigger) and contains their name in the supervisor name field (condition). You can include any details from the row in the message body (anything the field team have submitted). Take a look at https://help.smartsheet.com/learning-track/smartsheet-intermediate/alerts-reminders and shout if you need more specifics.

You could even make the supervisor name appear in the sheet based on the person completing the form (using an INDEX MATCH column formula) so the field team have less to enter.

ELarson

I am needing this same thing. But I don't understand why we have to create a fillable PDF or just get the fields or link to the sheet sent out when a form is submitted. Is there any way to include one or more emails that get an actual copy of the submitted form sent to them on submission?? This seems like such a basic concept, and I've been looking through tons of community items where this has been a needed function at least back to 2020.

KPH

Hi @ELarson

You can provide product feedback to Smartsheet, suggest ideas, or vote on existing ideas here: https://community.smartsheet.com/categories/smartsheet-product-feedback-%26-ideas?sort=top