Sending a form with automation

Shwetaic

Hello Team,

I'am trying to automate Maternity leave requests, now I want a smartsheet form to be sent out to employees if they want an extension in maternity leave, where they can add the number of days they want to extend and attach a required document.. how can i do that.. please help

Cleversheet

@Shwetaic, assuming you have in place:

• Sheet A containing their contact information and some trigger such as a date field or a checkbox or however you want to launch the workflow requesting them to complete the form, and
• Sheet B into which you'll collect the form entries (correlating them with Sheet A via a cross-reference formula), and
• a form based on Sheet B which requests their email, number of days and attachment, then...

You can include that form's url in in a MessageOnly workflow in Sheet A, along with such additional elements as perhaps their {{CurrentLeaveDays}}, or anything else you may want the message to say.

If you want to have that form pre-populated with any values already in Sheet A, you could create a [LeaveExtensionForm] column in Sheet A (possibly as a formula that grabs it from a LeaveExtensionForm# summary field, and concatenates those fields using the techniques found at "Pre-Populate a Form" in my Smartsheet Arsenal) and then include that formula result in the MessageOnly workflow as {{LeaveExtensionForm}}.

If you want to get really sophisticated and enable the employee to directly update Sheet A themselves, you could use the Self-Update Solution that gives non-Smartsheet users the ability to maintain their own content, constrained by whatever limits you put in place.

Jayy S.

@Cleversheet

I read the section on pre-populating a form, what is "FormNumberFromSheetB"?

Cleversheet

@jayy S., I've updated my Smartsheet Arsenal entry to read as follows, which I think may answer your question:

Your formula in Sheet A will look like this:

="https://app.smartsheet.com/b/form/FormNumberFromSheetB?Your%20First%20Name=" + [First]@row

(You’ll capture the hilited portion [visible in the document but not here; it's the set of characters between =" and ?] by copying the url in your browser while that form from Sheet B is being displayed)