Capturing multiple statuses, reminders for recurring tasks, form

Robert Lopez O.

Hello SmartSheet community, perhaps someone can give me ideas on how best to set up the following:

I have 30 customers and 30 different reps (one for each customer) who need to provide a status on that customer on a regular basis, at least once every two weeks.

The requirements:

1. Use a simple form to collect the data, which is published through our intranet
2. Send an email reminder every two weeks based on the last update, only if the user has not completed the task of providing the status
3. Have a new entry per customer per 2 weeks. I.e. need to be able to look back at previous statuses
4. Display the data collected in two charts which automatically update using the last two week's entries: 1-per customer, 2-overall

Can I use smartsheet to perform these tasks? If so, please educate me. I have created a form with drop downs for customers and reps but the rest does not seem to be a functionality I can easily create. I've read about conditional formatting, IF statements and some other variables but none seem to let me do exactly what I need. Should I create a form per customer, would that help establish the tasks and the recurring reminders?

Thanks in advance.

 

Andrée Starå

Hi Robert,

Yes, you can perform these tasks with Smartsheet.

I would recommend using the Update Request feature instead if possible.

Initially, the reps could fill in a form if it makes sense.

You could then have either one date that is updated to the next status update date or multiple columns with the dates pre filled.

You could then also have multiple columns for each status update to see the history.

Depending on the set up you could also create the Dashboards as needed.

There are of course other ways to set this up, and the best solution depends on your specific use case and needs.

What do you think? Would it work for you and your team?

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Robert Lopez O.

Thanks Andree. This sounds good. Are there any examples you could forward for me to work off?

Andrée Starå

Happy to help!

This is just a fast draft on how it could be set up.

What do you think?

Have a fantastic weekend!

Best,

Andrée

Andrée Starå

Hi Robert,

How did it go? Did you manage to get something set up?

Have a fantastic weekend!

Best,

Andrée Starå - Workflow Consultant @ Get Done Consulting