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Web Form Submission

Matt K.
Matt K.
edited 12/09/19 in Archived 2015 Posts

We here at the bank are using web forms religiously.  My question is, how can we make it so that when a user submits a web form, it automatically logs the name of the person who submitted the form?  It may not be possible considering web forms are public (as long as they have the link).  The workaround right now is having a required field that asks them to enter their first and last name.  However, they could enter any name they wish into this field.  We want to use a web form for people to request access to a sensitive bank product but it can only be requested by the manager.  If we make the form live, anyone could request on their behalf by entering the manager name.  Hope this makes sense...



  • Travis
    Travis Employee

    Hi Matt, as you have seen, web forms are public - anyone with the URL can view and submit the web form anonymously. How many managers do you have filling out these forms? If there are only a small number, you could create a separate web form for each manager. In each web form, add each manager’s name as the default value in the field that shows who submitted the web form then hide this field. Distribute the URLs only to the respective manager and let them know not to share the web form. 



    Another option (or use with the option above), once the web form is submitted, send an update request to the manager asking them to check a box in the row to approve the request. 

  • Thanks for the reply, Travis.  Decent workarounds you've mentioned, I especially like the update request route. 

  • Thank you for the question and the answer.  Our dept has expanded so it may come in handy.

  • Matt,


    I have developed a range of field inspection sheets for various projects. On each project there will be 1 of 3 people doing the inspection - I have created simple radio button choices (can be drop down as an alternate), with their company initials and their name initials (for example ATS-OPT would be my unique ID). Then you can make that field mandatory so it can't be submitted unless it's selected.


    If you're after a more secure method, the request update option listed above is a good option.


    I personally have forms that I need done securely on a local domain I have setup (using an embed code to present the form) and have setup user accounts for people. That way I can control who can see what form quite easily, but it is still conveinient for them instead of having all these diferent links. You do have to pay for a subscription on most hosting sites in order to set up user accounts, but the cost is pretty minimal for a business and it is extremely useful for other things as well. I call mine the "Employee Portal" and we can upload various forms and applications on there as well (leave, sick etc). Weebly.com hosts mine.


    Hope the above made at least a little sense to you, good luck!

  • Is there or is it possible for each submission of a web form to have a unique ID# ?

  • @Jay, the Auto Numbering system column will automatically add a unique ID number to each new row (new form submissions). Insert Column > Auto-Numbering/System > Auto-Number

  • John Sauber
    John Sauber ✭✭✭✭✭✭
    edited 03/04/16

    We use Google credentials to sign into Smartsheet. Since we are signed into Google Chrome (it's the Windows-based browser that performs best with Smartsheet), when we open one of our web forms, it is conceivable that Smartsheet could query if the web form user is signed into Google. I assume this is how it works when we make our way to a sheet, and we're prompted with the sign-in, and we just click the "g" button (image below).



    If there were an option in the web form where we could enable or disable a "check for Google Credentials," that would be really neat.


  • Travis
    Travis Employee

    Hi Matt - in our latest update, we added the ability for you to force users to log into Smartsheet before they can fill out a web form. When this is enabled, the sheet will track the information of the user who completed the web form. To view this information, you can use the View History function or add a Created By system column to your sheet. 


    This can be enabled in a web form by editing the form and going to Form Options > Accessible by.

  • Deborah Foust
    edited 02/05/16


    Is there a way to validate the entries in the Assigned To or Submitted by fields in the form so only contacts can be entered.  In my case, only Deborah Foust can be entered, not Deb Foust??

  • Travis
    Travis Employee

    Hi Deborah, data validation is not something we offer at the moment but I'll add you vote for it! You could add help text in the web form to ask the user filling out the form to use full names or any other restrictions you want to relay. 

  • Lou L
    Lou L
    edited 03/22/16

    Hi Deborah,  If you use a drop down menu, then they sellect the spelling in your menu.  That way you can make calculations based on the choice from the menu. I found this very helpful when I was trying to determine what time of day someone left on a business trip.  I could search on "Before 7:30" much easier than try to calculate from a mismash of time entries.  Hope this helps.


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