I’m trying to create an online form with smart sheet integrating Docusign and need help/advice

I have a form (currently an Acrobat form) where the user would fill in the fields, then depending on the info they provide, it would need to go to different people for their signatures. This is done by them manually forwarding it on as an email attachment.
For example: user John Smith fills out his info, including his department name and supervisor / email. Once John is done and has attached relevant documents, he digitally signs it, then it should go to his supervisor for their signature (pulling their email address from the form) but after supervisor signs, it needs to go to the department chief for their approval, then finally come to me for final processing. The department chief’s name and email would automatically fill in based on the information in the department name that John provided.
How does one map out the document flow? I can put in logic I guess that if
Department = Optics & Design, with
Supervisor = Seth Milchick, then
Department Chief = [Burt Goodman] with [email].
So signature 1 = John Smith
Signature 2 = Seth Milchick Signature 3 = Burt Goodman Final Destination = Me
Is this even doable? Are there too many variables? There are 15 different department in total, so a minimum of 15 logic statement and a ton of automation.
Answers
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Hi @AKunce,
You could create a reference sheet that lists each Department, the name of the Department Chief in a contact list column, and their email address, similar to below:
Once that sheet is set up with all the information for each department, you can reference it using INDEX(MATCH) formulas in your main sheet. So, you can create a “Department Chief Name” contact list column and a “Department Chief email address” text/number column. Then, in the “Department Chief Name”, you can use a formula similar to below:
- =INDEX({Department Chief Name}, MATCH(Department@row, {Department}, 0))
You’ll need to type the formula in, creating the cross-sheet references (the sections in curly brackets) as you create the formula. The {Department Chief Name} reference will be the entire column with the department chief name in the reference sheet. The {Department} reference will be the entire Department column in the reference sheet.
Then, you can do similar in the “Department Chief email address” column, using similar to the following formula:
- =INDEX({Department Chief Email Address}, MATCH(Department@row, {Department}, 0))
For more information on these formulas, check out the following resources:
- Create cross-sheet references
- Formula combinations for cross sheet references
- INDEX Function
- MATCH Function
Convert these formulas to column formulas so that they apply to all rows. Then, where a user enters their information including their Department (or submits a form with that information), the Department Chief name and email address columns will automatically populate, leaving your main sheet looking something like this:
You could also add supervisor names and email addresses into your reference sheet and then create columns on your main sheet with more INDEX(MATCH) formulas to pull that data into your main sheet.
If you have a small number of contacts to populate in a column (e.g. under 10), then as an alternative you could use an Assign Workflow automation to assign a Contact based on what the form user filled in. Here's more information: Assign people with an automation workflow.
In DocuSign, you can then assign roles to your Smartsheet columns so that each required user will be sent the document for signing - take a look here for more information: Create and send documents for DocuSign signatures.
Hope that helps!
Georgie
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