adding pulldown items

fishcop1987

i'm using the project tracking and rollup template set and trying to add all of the members of my team to the pulldown for 'assigned to'. i cannot seem to add more than 6 members, or the list automatically deletes the oldest entry and replaces it with the newest, etc. what is going on?

Paul.Woodward

The 'Assigned To' column in Smartsheet is a special "Contact List" type — not a regular dropdown field.

In Contact List columns:

• You don’t pre-fill a huge list of people manually inside the dropdown.
• Smartsheet auto-learns who gets assigned over time.
• Default allowed contacts can be limited by the sheet's "Available Contacts List" or workspace permissions.
• If your sheet is not set up with a predefined contact list, it can "store" only a small number of manually entered names (often 6 or 7) before starting to replace them dynamically.

This "auto-replace" behavior is standard Smartsheet behavior for Contact List columns without a properly configured Contacts List.

Paul.Woodward

The 'Assigned To' column in Smartsheet is a special "Contact List" type — not a regular dropdown field.

In Contact List columns:

• You don’t pre-fill a huge list of people manually inside the dropdown.
• Smartsheet auto-learns who gets assigned over time.
• Default allowed contacts can be limited by the sheet's "Available Contacts List" or workspace permissions.
• If your sheet is not set up with a predefined contact list, it can "store" only a small number of manually entered names (often 6 or 7) before starting to replace them dynamically.

This "auto-replace" behavior is standard Smartsheet behavior for Contact List columns without a properly configured Contacts List.

fishcop1987

thanks, paul. that clears things up, as i was trying to manually enter the contact list.

fishcop1987

is there a way to set up the predefined contact list (your last bullet)?

Paul.Woodward

Yes, in the individual column, you can add a drop down list (created) or you can open that cell as a Contact List, and manually enter their names or email addresses.. Sorry for the late reply!