Mandatory Fields on Smartsheets

sahilhq

Hi,

Is there any way to make the category field and the risk level field mandatory for users to complete before they can change the status from open to closed in my Smartsheet? Currently we have users who are just closing the status without inserting an applicable category and risk level which is not desirable. I was thinking maybe we can set up a formula somewhere to make these two fields mandatory?

See attached screenshot of the Smartsheet for more clarity.

 

Andrée Starå

Hi Sahil,

Unfortunately, it's not possible at the moment to make any field mandatory in the sheet, but it's a great idea!

Please submit an Enhancement Request when you have a moment.

As a workaround, you could add formulas to show a message that they need to fill them out when they fill in the other fields. Another option could be to have automation trigger an Update Request or Alert to the user that they have to fill in the information.

Would that work?

Hope that helps!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

sahilhq

Thanks for the prompt response. Could you please elaborate on what the formula could look like and where does the formula need to be added? They change the status from 'open' to 'close' without updating the mandatory risk and category column

L_123

=if(and(status@row = "Close", or(isblank([Risk Level]@row),isblank(Category@row))),"Risk Level and Category must be filled out before closing the item.")

 

Something like that can post a message. You can conditionally format the row to highlight when that message is posted as well.

Paul Newcome

L@123's formula would be the general idea behind Andree's solution. It would go into a separate column most likely near the Status column. This coupled with the conditional formatting would bring the issue to their attention immediately even before saving the sheet.

 

You could couple this with Andree's suggestion of an Update Request/Alert that is automatically sent out if they happen to save the sheet without following the instruction as a separate reminder. I personally would suggest the Update Request so they can go ahead and update it via a form type entry instead of having to go back into the sheet and search for the specific row.

Andrée Starå

Happy to help!

I saw that the others answered already!

Let me know if I can help with anything else!

Have a fantastic weekend!

Best,

Andrée

sahilhq

Thanks for your suggestions, gents. As suggested, I have added a new column that contains the formula L@123 suggested. I created a new sheet to try this out before using it in my actual sheet. Please see output below. I do not get an 'attention message'. Could you please explain further what am I required to do?

Andrée Starå

Happy to help!

The formula will only show the message if either the Risk level or Category cells are blank and Status is Close.

Doesn't that work?

sahilhq

No, it doesn't work Andree

Andrée Starå

Ok.

I'd be happy to take a look and see if I can see why!

Can you maybe share the sheet or a copy of it? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

sahilhq

I have shared the sheet... please have a look. 

Andrée Starå

Thanks!

I'll get back to you soon!

Andrée Starå

It's working now!

Bee-Eng Ang

Hi Sahilhq or Andree, may I know how you made that work ? Can you elaborate where exactly I need to include that formula ?

=if(and(status@row = "Close", or(isblank([Risk Level]@row),isblank(Category@row))),"Risk Level and Category must be filled out before closing the item.")

Sandra Fernandez

Hi @Andrée Starå and @sahilhq, could you please share with us to see how you made the formula work?