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Forms - Cap entries




I am attempting to use forms to create a registration list. The problem is that the registration has a cap. My question is can I setup a form to send a message or not allow someone to use it after the cap has been reached?



  • Kennedy Stomps

    Hi Yolanda-- We don't currently offer the ability to auto-cap Web Form entries in Smartsheet, but I've added your vote for this to our enhancement request list. Thanks for your input!


    This workaround would take a little work, but  since the current limit for sheets is 5000 rows, you could subtract your cap number from this limit. Then, add text to a that number of rows, which will mean form users would only be able to submit a limited number of entries. When the 5000 row limit is reached, the form will deactivate and anyone who tries to submit the form will get a message telling them the form is no longer active.


  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    That's an interesting suggestion Kennedy.

    I would have done it manually - setting a countif on Created By = webform or something like that then alerting someone right away when the limit was reached.


    5000 rows is limited to 40 columns, which is likely enough but isn't there a processing hit for blank cells of this number?



  • Kennedy Stomps

    Hey Craig-- That's actually a workaround I picked up from Travis, so while I know it's currently the only way to *really* make sure submissions stop after a certain point, I'm not sure how much of a processing hit it'd be. I'd probably suggest the route you mentioned in most cases, but thought I'd put this out there as a possibility!

  • JohnR

    Hi, can you provide me with the formula for this option and where I would pace it, please?

    I am new to smartsheet and not very good at formulas yet

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