Is it possible to automate delivery of a form when a user adds a specific type of row to a sheet?

lg0576

We have a list of "tactics" (dropdown list, single selection) and if one particular tactic is chosen, a workflow is set up to notify five users so they can prepare for required work on their end. Let's call the tactic "launch". There are additional pieces of information required once a launch is scheduled, and I am creating a form to collect those, but it would be great if we could set it up so that the person who entered the new row for "launch" automatically receives the form in their inbox. It would increase compliance because people wouldn't have to remember to fill out the form. Is this possible?

Paul Newcome

Have you looked into setting up as an update request?

lg0576

@Paul Newcome thanks — I did look at that option because it was a default in the automation workflow set-up screen, but I couldn't figure out how to make it work with my sheet. There wasn't an option to send the form to the person who created the row, and the update field options weren't quite right. I can keep playing around with it, though, if this is the only way to automate a form reply.

Andrée Starå

https://community.smartsheet.com/discussion/137734/is-it-possible-to-automate-delivery-of-a-form-when-a-user-adds-a-specific-type-of-row-to-a-sheet

Hi,

I hope you're well and safe!

You could use an Update Request or maybe a pre-filled form.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Andrée Starå

https://community.smartsheet.com/discussion/137734/is-it-possible-to-automate-delivery-of-a-form-when-a-user-adds-a-specific-type-of-row-to-a-sheet

Another option is Dynamic View, if you have access to it.

lg0576

@andree thank you. I do have access to Dynamic View but I'm not sure how that would solve for automating a form request?

Andrée Starå

https://community.smartsheet.com/discussion/comment/478136#Comment_478136

Happy to help!

You would use it instead of the form. The user would open it, see what was assigned to them, and then fill it out.

Make sense?

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Paul Newcome

Do you need this form to populate a separate sheet, or are they adding data to existing columns in the initial sheet?

lg0576

@Paul Newcome we would need the form to populate a separate sheet.

Paul Newcome

Ok. In that case you will need to create the form on the second sheet. You would then grab the url from that form and modify it using a formula to output a new url that will open up the form with fields pre-filled. This formula will go on the first sheet.

From there you would use an Alert automation on the first sheet to send the cell containing the formula's output to the user with the various criteria set as conditions.

Here is a link to the official help article for pre-filling a form, and there are some posts here in the Community that dive into more detail.

https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values