Create an internal and external form - One form multiple fields

Joyce_Buzz

I'd like to have one single form but only have certain fields show to certain users. The point is to create a version of my form that is used for internal use (with certain fields) and one for external use with other fields without creating two different forms.

Paul Newcome

The only way to get this to work with a single form is to have users select whether they want to see the internal fields or the external fields.

Joyce_Buzz

Ok, so what I did was I hid my primary column (I was trying to add logic to it and learned you cannot). Then added a column that said Company Name and then applied logic to it that when that field said Buzz Solutions, only certain fields appeared. The external user would never know that. However, when I actually try it out, the logic doesn't work, it still opens all my fields instead of just the ones that I put in the logic parameters.

https://app.smartsheet.com/b/form/8372a2d46cb242b2a504763c11514ac8

Any idea why?

Paul Newcome

How is that field that is driving the logic being populated?

Joyce_Buzz

Either myself or my external customer would type in a name. If it's me, I'd type Buzz, if it's my customer it could be any name.

Paul Newcome

Can you provide a screenshot of the logic?

Joyce_Buzz

Screenshot 2024-12-04 102831.png

Paul Newcome

Have you tried setting up logic for when company name is not "Buzz"?

Joyce_Buzz

No, the form is meant to show only "internal fields" when I type Buzz into that field. Not sure how to do that, but not sure it would work. The other logic seems to work, so maybe I need to rethink the field itself?

Paul Newcome

Try setting up two different logic rules. One for when the field is Buzz and one for when it is not and specify in each which fields should be shown.

Joyce_Buzz

Ok, going to give that a try - I'll let you know. Thanks for the help!

Joyce_Buzz

That worked but it isn't going to help what I need. Can I hide those two fields on the form and then populate them after the form is completed or the reverse - populate the field on the sheet and have them appear in the form - but hidden?

Paul Newcome

Technically you can do the second by adjusting the form URL, but that leaves you with two different URL's at which point you may as well use two different forms.

Joyce_Buzz

ok, thanks. Doesn't really seem to be a good way to do it.