Form Default Values

MBB258

I would like to create a form that collects the Requestor's name. I do not wish to use the 'Created by' feature. Instead, I would like the requestor to be a default value set to "current user" and the that can be editable via a dropdown list of contacts. Is this possible?

Further, I'd like to collect a date and would like a default set to the current date, but also be editable in the form. I do not wish to use the 'Created date' feature. Is this possible?

Thanks!

NicoLHC

@MBB258 did you set a smartsheet login as required? in this way you can capture easy.

MBB258

Hi,

Yes, I have done that. The form has a cell for capturing both Requestor and Date. The Requestor column is set up as a dropdown list of contacts and the Date column, is well, date. I would like the Requestor to default to current user in the form. I do not see this as a choice. This is because, for our purposes, sometime the Requestor is not the person filling in the form.

Likewise, I would like the date to default to the current date but also be editable in case the date is not accurate for when the form is submitted.

Thanks.

NicoLHC

@MBB258 if you did setup in this way you should see in the created by column in your sheet the persons name?

MBB258

Hi,

As I had said, I did not wish to use the created by or created date columns to collect this information as it needs to be editable. I am looking for defaults, which seem like they do not exist.

jmyzk_cloudsmart_jp

Hi @MBB258

To answer your question about setting a default "current user" and "current date" in a form while keeping them editable:

Yes, this is possible! Follow the steps below:

1. Create the Base Sheet for Form Input

• First, create the main sheet where form submissions will be collected.
• Obtain the URL for this form by navigating to the "Forms" menu in Smartsheet and copying the generated form link.

https://app.smartsheet.com/b/publish?EQBCT=7681ed55a1344ee6aed355ac6d1a90fe (Link to demo sheet, view only)

2. Create Another Sheet for Setting Default Values

• You need a second sheet to manage the default values for the "current user" and "today's date."
• Add this sheet’s URL to the Sheet Summary field for easy reference (as shown in the image below).

https://app.smartsheet.com/b/publish?EQBCT=7076814d70b14759ba8d66f619a5efb8

3. Add the Following Columns to the Default Value Sheet:

• Today: Add a formula =TODAY() to populate the current date.
• Modified By: A system-generated column that automatically records the person who last modified the row.
• Use Current User: A checkbox column that allows users to select if the "current user" should be the default.
• Form URL: Include the form URL with a formula that pre-fills the default values:

=FormURL# + "?Date=" + Today@row + "&Contact=" + [Modified By]@row

4. How It Works:

• When a user checks the Use Current User box and saves the row, the "Modified By" column will capture their email as the default.
• The Today column automatically populates the current date.
• The formula in the Form URL column creates a link that, when clicked, will pre-fill the form with the current user’s email and today’s date.
  • https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values
• The form allows users to edit these pre-filled values (e.g., selecting a different contact from a dropdown or changing the date).

5. Testing the Workflow:

• Once the setup is complete, open the form from the Form URL while logged into Smartsheet. You’ll see the "current user" and "today’s date" set as default, but they will be editable.

This method avoids using the "Created by" and "Created date" system columns, giving you control over default values while allowing flexibility for editing.

https://app.smartsheet.com/b/publish?EQBCT=7076814d70b14759ba8d66f619a5efb8 (You can test by opening the published sheet from this link)

When you open the Form URL, the "current user" and "today’s date" are set as the defaults.

Note for Testing the Workflow

The sheet includes automation that will uncheck the checkbox after a certain time. If you don't open the form soon after checking the box, you may see automation@smartsheet.com as the default current user value instead of your own. To ensure the correct default values are set, open the form promptly after saving the changes.