Best Way to Tailor Forms for a Specific Person on a Contact List?

NRJW53

For example, I have different teams providing updates in a Grid view. I would like to have multiple versions of a form where each person on the contact list gets a form that already has their team selected.

Any advice on the easiest way to set this up?

Thank you!

jmyzk_cloudsmart_jp

Hi @NRJW53

To tailor forms for specific individuals on a contact list in Smartsheet, you can follow a structured approach by creating a lookup sheet and dynamically generating form URLs for each person based on their team. Here's a step-by-step method:

Step 1: Create a Lookup Sheet

1. Create a new sheet to serve as your lookup table. This sheet should contain two columns:
   • Member Email: A column where you list all the emails or contacts of team members.
   • Team Name or ID: A column where each member's team is specified.
     ( In the example below, I use Group instead of Team)

https://app.smartsheet.com/b/publish?EQBCT=a5aeeeceb1fb439eb1e90f24dd5cc1da

Step 2: Set Up a Formula to Identify Team

1. In your main sheet, where you want to collect updates, add a Contact List column for the email or contact of the person filling out the form.
2. Use a VLOOKUP, INDEX(MATCH), JOIN(COLLECT) formula to reference the lookup sheet and automatically fill in the "Team Name or ID" based on the email/contact of the person filling out the form.
   • Example formula: =JOIN(COLLECT({Contact to Group Look Up Range : Group}, {Contact to Group Look Up Range : Contact}, Contact@row))
   • This formula will look up the team based on the input from the contact list.

https://app.smartsheet.com/b/publish?EQBCT=ab23546e657c4fb58a5dc2cd75f4c9c7

Step 3: Populate the Form URL Based on Team

1. Create a "Form URL" column in your main sheet.
2. Create a form tailored to each team's needs. The forms can be hosted in the Sheet Summary Fields for easy reference.
   • Example: [Group A Form], [Group B Form], etc.
3. Use an IF formula in the "Form URL" column to automatically generate the correct form link based on the "Team Name or ID."
   • Example formula:
     • =IF(Group@row = "Group A", [Group A Form]#, IF(Group@row = "Group D", [Group D Form]#, IF(Group@row = "Group J", [Group J Form]#)))

Additional Tips:

• In the Sheet Summary Field, set the Forms field as Text/ Number & HyperLink.
• Make sure your form URLs are up-to-date and accessible.
• The demo solution's forms prepopulate contact based on the group.

jmyzk_cloudsmart_jp

Hi @NRJW53

To tailor forms for specific individuals on a contact list in Smartsheet, you can follow a structured approach by creating a lookup sheet and dynamically generating form URLs for each person based on their team. Here's a step-by-step method:

Step 1: Create a Lookup Sheet

1. Create a new sheet to serve as your lookup table. This sheet should contain two columns:
   • Member Email: A column where you list all the emails or contacts of team members.
   • Team Name or ID: A column where each member's team is specified.
     ( In the example below, I use Group instead of Team)

https://app.smartsheet.com/b/publish?EQBCT=a5aeeeceb1fb439eb1e90f24dd5cc1da

Step 2: Set Up a Formula to Identify Team

1. In your main sheet, where you want to collect updates, add a Contact List column for the email or contact of the person filling out the form.
2. Use a VLOOKUP, INDEX(MATCH), JOIN(COLLECT) formula to reference the lookup sheet and automatically fill in the "Team Name or ID" based on the email/contact of the person filling out the form.
   • Example formula: =JOIN(COLLECT({Contact to Group Look Up Range : Group}, {Contact to Group Look Up Range : Contact}, Contact@row))
   • This formula will look up the team based on the input from the contact list.

https://app.smartsheet.com/b/publish?EQBCT=ab23546e657c4fb58a5dc2cd75f4c9c7

Step 3: Populate the Form URL Based on Team

1. Create a "Form URL" column in your main sheet.
2. Create a form tailored to each team's needs. The forms can be hosted in the Sheet Summary Fields for easy reference.
   • Example: [Group A Form], [Group B Form], etc.
3. Use an IF formula in the "Form URL" column to automatically generate the correct form link based on the "Team Name or ID."
   • Example formula:
     • =IF(Group@row = "Group A", [Group A Form]#, IF(Group@row = "Group D", [Group D Form]#, IF(Group@row = "Group J", [Group J Form]#)))

Additional Tips:

• In the Sheet Summary Field, set the Forms field as Text/ Number & HyperLink.
• Make sure your form URLs are up-to-date and accessible.
• The demo solution's forms prepopulate contact based on the group.

NRJW53

Awesome, thank you for the detailed answer! Will give it a shot!

jmyzk_cloudsmart_jp

Happy to help! 😁