Hello! Currently our Asset Management system is housed on Smartsheets. Users can fill out an intake form which inputs information about an asset into an organization sheet. However, they are not able to make any updates or deletions, and the owner of the form has to manually make these changes.
Instead we have come up with an idea to add an Update and Delete form that can be tabbed within the intake form. These forms will populate current info from the sheet so that users can make any updates or deletions without having oversight from the smartsheet owner.
Here is our idea below:
UPDATE
- Create an update form (can be tabbed within the Asset Intake form)
- Required field for device ID/primary key – make this a drop-down list, so it is easy for the user to type in or find the device
- This links the form to the correct row that needs updating
- Include all the information from the ADD form, but make it optional (not required), so that the user can update only the fields that require updating
- Similar to a Boolean expression
- Ex: I want to update the status of Printer, deviceID: 1234. I go to the update form, use the drop-down list or type ‘1234’, then input information to the Status field and keep all the other fields empty, as I only want to change the status.
- Add validation for all the fields, and a confirmation message to confirm the update
DELETE
- Make a similar form as the UPDATE form, and tab it within the Asset Intake form
- Each field on the form, besides the device ID/primary key, will have a delete button which can delete that specific cell on the Smartsheet, and will have a confirmation message to confirm the deletion
- Users can delete an entire asset, or specific field
- Some fields that are required will not be allowed to delete
- ***can be a little tricky, as deleting things can be risky, so maybe a confirmation message is sent to the user, but it actually triggers a notification to sheet owner to manually confirm the deletion
Does anyone have any suggestions for how we can make this possible?
