Auto numbering format in Web Forms

Afreeman

Hi, I would like to be able to create a web form that my supplier can use to feed back information into a sheet that isn't shared with them, on the status of a machine they have been asked to repair. When the machine is originally entered onto the smartsheet I've set it to Auto-number for tracing purposes. What I'd like my supplier to be able to do is update the status from a webform. It would require the webform having a drop down of the Auto-numbers so that they can update against the number given to that machine. I trust this makes some sense and that you can help me with it. Regards, Ashley.

Andrée Starå

Hi Ashley,

You could have a drop-down list with the available numbers to select from and either add them all at once if possible or add them after they are active.

Would that work?

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Paul Newcome

You could also use an automated update request with a placeholder to automatically specify which auto-number the update request is for. This will allow them to update rows without sharing them to the sheet and restricts them to seeing and/or editing whatever fields you choose to send.

Andrée Starå

I always forget about that method! Thanks for reminding me! 

Paul Newcome

No worries. I use it a lot to keep from sharing people to a sheet when they only need to make an update on a row or two and really do NOT need access to the entire sheet.

Andrée Starå

Yes, it's an excellent workaround! 

Afreeman

Hi Andrée, 

Thank you for your input and yes this makes sense but now I've created a form to do this it doesn't add the comments to the line I want it to, it creates a new line. Does this makes sense? I want the comments to entry on the line of the selected number. Have you a solution for this?

Kind regards,

Ashley.

Afreeman

Hi Paul, sorry I've just seen your response. Are you able to guide me through this and how I set it up, sounds like a good solution.

Regards,

Ashley.

Andrée Starå

Happy to help!

To do what you want, you should look at Paul's suggestion.

Let me know if I can help with anything else!

Best,

Andrée

Paul Newcome

Ashley,

 

I have re-read through this and I want to make sure of something before we spend too much time on a solution that doesn't work for you in the end.

 

How often will the suppliers be updating the same row? Update requests are only good for one update. Depending on how many times the row needs to updated, we may need to set up additional recurring update requests.

Afreeman

Thank you Paul,

On average it will be 1 update per row, with the odd occasion of 2 or 3.

Regards, Ashley.

Paul Newcome

Ok. And how many different status options are there for them to choose from? Is it regularly scheduled update or just when they get around to it? What are the triggers for needing an update? Are you able to post some screenshots with sensitive/confidential data hidden or replaced with "dummy data"?

Afreeman

Hi Paul, sorry for delayed response. There will a maximum of 5 status options. It will be set to regularly scheduled updates and the triggers will be by way of a form. I don't really have anything I can show you I'm afraid.