WorkFlow with a Report Form

Steve Moss

I have reporting into a Register working just fine now.

Now I need to send out another report based on an item that has occurred within the main register. i.e. A New Hazard has been reported.

The report populates the main register but some items need to be worked on and this is typically carried out by a manager. Their email address is entered into the register at the time via the new hazard report.

 

How do I send out a new form with just the data to be completed by the manager on it?

I don't want to have to give them access to the main register to manually update it as its probably going to cause some errors in data entry or they may do something wrong.

 

It's like an update request but using a workflow form instead.

 

regards

 

Steve

Andrée Starå

Hi Steve,

It sounds to me that you could use the Alerts & Actions > Request an Update to set a rule that would send the request to the manager.

Would that work?

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Steve Moss

No that wouldn't work Andree,

That would have them entering the smartsheet which I want to avoid.

This is for the reporting of an initial injury incident for example. After that, a manager needs to add the rating of the incident and investigate it as well as record their findings.

Most managers would want full access but that's just not a good idea so to get around this second phase it would be best if a form presented itself to them with an outline of whats happened and they just complete the rest.

This is typically done on paper up till now but is terrible administrative.

 

Regards

 

Steve

Steve Moss

Will I need to use an outside app for this?

 

Steve

Andrée Starå

If you send an update request, they don't need to have access to Smartsheet.

Update requests can be sent to anyone with an email address.

It sounds to me that this could be a great solution.

Ok?

Andrée Starå

I don't think so. Please look at my answer above.

Steve Moss

Ok, I will see how the update request works for doing this. I do prefer not having to use an outside app.

Cheers

 

Steve

Andrée Starå

More info: https://help.smartsheet.com/videos/update-requests