Using a form to collect data on a sheet specific to a row

Moonangel13

Context:

We have sheet with a list of dates and meeting types as parent rows and then the agenda for each meeting as children rows underneath. In each row with an agenda topic, there is a cell that shows the presenter. We would like to collect details on who is presenting from non-editor users. I created a form that allows someone to add a row with presenters but they have to enter the data (so it doesn't correctly connect to the appropriate meeting) and it creates a new row.

The Need:

I would like to create the form to use the already existing data to create a drop-down option for the meeting and agenda topic, and then enter the data into that specific row.

Is that possible? If so, how do I set it up?

Alternatively, is there a way to prompt the data colletion from a dashboard (for example the dashboard has a report that lists each meeting with it's agenda, could they click on the blank spot there and have it open some kind of data collection?)

Thanks!

Naeem Ejaz

Not directly with native Smartsheet Forms — but there are solid, supported ways to achieve the outcome you want without giving users Editor access.

Smartsheet Forms have two key limitations that affect your use case:

1. Forms always create new rows
   • A form cannot update an existing row
   • It cannot “write back” to a specific parent/child row
2. Form dropdowns can’t be dynamically filtered or mapped
   • You can show existing values in a dropdown
   • “If user picks Meeting A, only show Agenda items under Meeting A”
   • And you can’t tell the form which existing row to update

How it works (high level)

• Users submit a form
• The form writes to a separate intake sheet
• Automations or formulas push the presenter name into the correct agenda row