Welcome to the Smartsheet Forum Archives

The posts in this forum are no longer monitored for accuracy and their content may no longer be current. If there's a discussion here that interests you and you'd like to find (or create) a more current version, please Visit the Current Forums.

Capture Email address on form submission



Is there a way to automatically capture someones email address when they submit a form entry? 


I'm looking for a secure way of capturing who the user is without asking them to select their name from a drop down list (within the form).


I've tried embedding the form link into an email, hoping that would feed through into the web form but alas it doesn't.


I've also thought about asking them to login and then use the web forms tab but the problem with this is that they will see the form data within the sheet.


As always, appreciate your help.









  • J. Craig Williams
    J. Craig Williams Top Contributor



    If they are just clicking on a generic link, then no. They could be logging in from Chrome, Firefox, Edge, etc... without being logged into anything with an email address (even if you could get their email like Google does - scary!)


    If you are sending each person as separate link, take a look at customizing the link here:




    I haven't played with it enough to have a solution, but it does spark some ideas.


    Hope this helps.





  • Ah...almost there (just tested the concept)


    That would work if there was a way to select some kind of wild card as I am sending the link to a GROUP (setup within SS).


    There's around 100 members to my GROUP

  • Just had another thought.....I can embed the form link (via a hyperlink) into a sheet which the user can access (marking sheet notes) and then when they click on the link the system picks up their user name when it loads the form?


    Come on Craig...that's your next challenge....how the chuff do I do that?



  • J. Craig Williams
    J. Craig Williams Top Contributor

    I may need to sleep on that one!



  • Travis
    Travis Employee

    Phil, are the users filling out the web form Smartsheet users (free or paid)?


    If so, you can turn on the web form option to required the user be logged into Smartsheet.



    This will require they are logged into a Smartsheet account to view the web form and will automatically capture their email address in the sheet's Created (By) system column. 


    This option is at the bottom of the Form Options menu when editing a web form. 

    Screen Shot 2016-01-28 at 1.36.47 PM.png

  • J. Craig Williams
    J. Craig Williams Top Contributor

    I never realized the Created By gets captured from the WebForm differently for that option. Nice!



  • Works a treat, forces them to login but they only get to see the form (exactly what I wanted for security and audit purposes) - thanks both for your help and advice.



  • J. Craig Williams
    J. Craig Williams Top Contributor

    Glad to do so.



  • Thank you Travis, this solved my "problem" perfectly!

This discussion has been closed.