Ad Hoc Update Request Screen

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Ramsay Zaki
Ramsay Zaki ✭✭✭✭✭✭
edited 12/18/19 in Smartsheet Basics

The Update Request form (the actual link that a user goes to from their email) is a nice and clean way to update rows. However, in order to utilize that clean form, an actual Update Request must be sent. Moreover, once the update request has been executed, that link is no longer valid.


Is there any way to give users a nice way to update specific fields like the update request form whenever they want (i.e. not only when an update request for the row is first triggered)?


My Use Case for this is Project Status Updates. I have 5 specific fields (of many more in the row) that I want the Project Manager to update. I don't like the "look and feel" of them updating this via a Report or Sheet. And, I cannot add the fields to a Dashboard because you cannot update directly from there. Instead, it would be nice if I could give them a link which they can go any whenever they want to give their update.


Of course, I could send an Automated Update request on a recurring basis. But, the PM would then need to wait for that recurring date/time to trigger before they could go in and give their update.


I also considered doing something with the Smartsheet API. For example, on the Smartsheet dashboard, putting a button which would trigger a Microsoft Flow automation which would instantly create an Update Request (via the API). But... there is no way for me to immediately pull the update request URL from the API. Instead, it only sends the email to the user for them to then click on the update request link. That technically fits my requirements for allowing the user to initiate an update request themselves but it is a pretty clunky and overly technical solution.

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi Ramsay,

    I'm thinking about two possible workarounds.

    1. Embedded in the dashboard so they can update directly from there
    2. Use a form to send in the information, and that would update the information with the help of cross-sheet formulas (if this option would work depends on the fields that need to update and if you need to use dependencies)

    Would any of those options work/help?

    I hope that helps!

    Have a fantastic day!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Ramsay Zaki
    Ramsay Zaki ✭✭✭✭✭✭
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    Andree,

    For #1, what exactly are you suggesting? What should I embed in a dashboard?

    For #2, you mean a new request form? That would create a new row. How would I use cross sheet formulas to ensure that the new row is updating the status of the project?

  • L_123
    L_123 ✭✭✭✭✭✭
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    Have you taken a look at the card view? When editing in card view it presents the data in a linear model rather than horizontal, so it is somewhat like an update request format.

  • Ramsay Zaki
    Ramsay Zaki ✭✭✭✭✭✭
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    Unfortunately Card View won't meet this requirement. The status update isn't just a single field. There are multiple elements we want the PMs to update (dates, health, sprint #, etc.)

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    @Ramsay Zaki

    1. You could embed the sheet with an active filter
    2. I recently developed a solution for a client where we used a separate sheet and VLOOKUP for the main sheet to always get the latest information. It will probably not work for use case but it could be an option.

    What do you think? Would any of those methods work/help?

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.