One form into multiple entries

Sidonia Posteuca

Can I set up a form to populate multiple entries into one sheet? For example, I have a training log in which a form is filled out and entered into the log. However, many training's have multiple attendees in which all the training info is the same. So how can I set it up so that a trainer can put all the names in one field then fill in the rest of the fields so that when he/she submits it, each name is a separate line item, and all the columns have the same training info?

Andrée Starå

Hi Sidonia,

You can do this by using one main form that when submitted will open another form that it turn will reload for each submission.

Make sense?

Would that work?

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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deborah.carnahan100301

Andrée,

I have a similar situation - could you clarify whether you mean that it will open another instance of the main form or if you mean it will trigger a different form (essentially a subform). If you mean a subform, could you elaborate on that? Where or how in the process would that happen?

Thanks!

skarkhoff

@Andrée Starå & @deborah.carnahan100301 - I'm very interested as well! I've been racking my brain for days! I have on from that is collecting address and other information for one main clinic, but then collection additional information for multiple physicians. I'd like to have each physician in a separate row on the sheet, vs. having to use physician #1, physician #2, etc., but still having the main clinic information populate for all of them.

help!

Andrée Starå

@deborah.carnahan100301

@skarkhoff

It will open another form by using the Send the user to this URL in the form options.

The second form would then be set to Reload the same form for another entry in the form options.

Make sense? Would that work?

Andrée Starå

@skarkhoff

To add. We'd then set up the sheet using parent/children or a so-called helper column to make it work.

What do you think? Would that work?

deborah.carnahan100301

I've thought of this approach, and I think the way to make it work and ensure that the children stay attached is if there's a way to auto-complete a field in the second form with a unique ID generated by the first one. That way, you could at least sort by the ID of the first entry, with the "children" defined by a second field rather than by physical parent/child structure. Any thoughts?

Andrée Starå

@deborah.carnahan100301 I can't think of a way to make that work.

I'll get back to the post if I think of something.

Sherry Wolhaupter

Hello ... Is there any progress on this?

I would like to have one form that will feed information on more than one row in the smartsheet.

Example: Field Settings used on smartsheet

Name - PO # - Item Description - Vendor - Delivery Date

I want the customer to populate all fields. Once all fields have been populated another set of the same fields would open but the fields with their name - item description and vendor should populate automatically from what was previously entered. In this case their would be two rows in the smartsheet populate.

It would be okay if a separate form opened as long as it populated. Thanks

Andrée Starå

Hi @Sherry Wolhaupter

I hope you're well and safe!

I developed a solution using two forms (or the same form by using conditional logic) that can be used to submit the main information and then the other information on a new row for each submission after the first.

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Sherry Wolhaupter

Hi Andree,

I think so. Can you explain the conditional formatting in this case?

Have a nice weekend!

Andrée Starå

@Sherry Wolhaupter

I'd be happy to share an example. 

Please send me an email at andree@workbold.com, and I'll share it with you.

Sherry Wolhaupter

Thank you Andree. I just sent you an email.

RSethi

hi

If I keep reloading the form at submission so that I can collect multiple entries, then how to I finally "get out" of that loop? There doesn't seem to an option for like "final submit" or all done...

holtin

I am also trying to figure out how to end the form (final submit) after all entries have been put in. We would not know how many entries are needed, therefore the user would need to stop. You can just close the form and it seems to capture everything, however that isn't very intuitive for the form user. Is there a way to choose "complete another" or "final submission"?

In addition, is there a way to use logic for when it sends someone to the sub-form or when it doesn't? For example, if you had a questions after the initial form that asked if they had multiple entries. If they answered yes it would send them to the sub-form. If they answered no, it would close out and give a confirmation message.

Andrée Starå

Hi @holtin

I hope you're well and safe!

I developed a solution using two forms (or the same form by using conditional logic) that can be used to submit the main information and then the other information on a new row for each submission after the first.

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!