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Calculated field on forms

We have a deposit form on which we need a 'deposit amount' calculated (Currency + Coins - beginning till amount = Deposit amount) and an 'Over/Short' amount calculated (Deposit Amount - Amount from Tape = Over/Short) and displayed on the form so we can print it out and have it signed by the depositor. What is the simplest and best way to accomplish this - 3rd party app, other?

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Best Answer

  • ✭✭✭✭✭
    Answer ✓

    @Jstel, you are correct. The next step would be to setup the automation to generate the document. If you go to "Automations" there is an Automation Template you can use: Document Generator

    You can set the trigger to: When rows are added.

    For the Generate Document section, click on Select Mapping >Create New Mapping > Create a Document Mapping > select PDF - Made documents from a fillable PDF > then upload or drop and drag the document I attached to my previous reply (the PDF fields are already mapped out for you).

    After you've setup the Generate Document automation, you will need to setup another automation to Alert Someone. Set you Trigger to when an attachment is added. For Alert Someone, change it to "Send to Contacts in a Cell", then select the new "Submitted By" column (I usually update my form to validate the email when the person fills it out).

    Click on "customize message", update the scripting to whatever you'd like, and select "Links to sheet and specific fields" and select "An Attachment". :)

    Michelle Cullen

Answers

  • ✭✭✭✭✭

    Hello @Jstel,

    Could you share a bit more detail or a snippet of your current sheet? As far as I know, it's not possible to create a web form that performs calculations. I may have a solution, but I want to make sure I understand correctly.

    Michelle Cullen

  • edited 01/27/25

    See the sheet below. The green highlighted fields are input fields and the yellow calculate from those fields:

    Bank Deposit = Currency+Coins+prior deposits - till amount

    Over/Short) = Bank Deposit - Tape amount

  • ✭✭✭✭✭

    @Jstel, sorry for the late response. I accidentally turned my reply notifications off.

    What you could do, is:

    *Add a "Submitted By" column

    *Use your form to collect the necessary information

    *Setup an automation to "Request an approval" from the "Submitted By" when a new row is added.

    This will keep a log of the depositor's approvals right on your Smartsheet.

    Otherwise, if you need a signed copy, you could:

    *Add a "Submitted By" column

    *Use your form to collect the necessary information

    *Setup an automation to "Generate Document…", when a new row is added (example document attached), and send to the "Submitted By" to sign with DocuSign.

    Would either of these solutions work for you?

    Michelle Cullen

  • Michelle - The second option is very much what I would like to do. If I can get the document sent to the submitter, they can print it off. Our intent is to have a printer available for this purpose. Should my next step be to figure out how to set up the automation to 'generate document'? Is there a way to just print the document to an assigned printer each time a new row is added?

  • ✭✭✭✭✭
    Answer ✓

    @Jstel, you are correct. The next step would be to setup the automation to generate the document. If you go to "Automations" there is an Automation Template you can use: Document Generator

    You can set the trigger to: When rows are added.

    For the Generate Document section, click on Select Mapping >Create New Mapping > Create a Document Mapping > select PDF - Made documents from a fillable PDF > then upload or drop and drag the document I attached to my previous reply (the PDF fields are already mapped out for you).

    After you've setup the Generate Document automation, you will need to setup another automation to Alert Someone. Set you Trigger to when an attachment is added. For Alert Someone, change it to "Send to Contacts in a Cell", then select the new "Submitted By" column (I usually update my form to validate the email when the person fills it out).

    Click on "customize message", update the scripting to whatever you'd like, and select "Links to sheet and specific fields" and select "An Attachment". :)

    Michelle Cullen

  • I am following your instructions but when I try to Create New Mapping the page never loads. I already troubleshooted my internet and that is not the problem. Would you happen to know how to solve this problem?

  • ✭✭✭✭✭

    Hello @Jstel,

    I found this article in the Community that may help:

    DocuSign + Smartsheet Integration: Blank Screen — Smartsheet Community

    Do you have an Enterprise or Premier plan? That may be what is causing the issue.

    Michelle Cullen

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