Translate multi-select items to individual lines

Cassie Walker

Hello,

I am trying to determine if the functionality exists to take data generated through a form, with a multi-dropdown, to then take each value selected and create a separate line output? We run samples for analytics and sometimes the same sample gets run on multiple analytical techniques. I would like for only one form to have to be submitted where they select all the techniques they need run; however; in terms of the processing end it is easier to have a separate line item for every test that is being run. Is this possible to do? It would be highly beneficial to not have to submit three forms.

Smartsheet current output:

Desired Output:

Paul Newcome

You would need to either submit three forms, or use formulas to parse the data after the single form is submitted. I recently helped someone with a solution similar to this using formulas and parent/child rows. I will have to take a look at my notes and see what modifications would be needed to adapt it to your specific need, but HERE is the thread with a link to the sheet containing that particular solution.

Let me know if it is something you are interested in, and we will see what we can come up with.

Cassie Walker

@Paul Newcome I am definitely interested in pursuing a solution with the parsing if it would allow us to complete in one form as submitting a bunch of forms probably won't be as well received. Any help you could offer would be greatly appreciated.

Paul Newcome

Is there any column that will hold a unique identifier per form entry, and how soon after one form entry is made will another one be submitted?

Cassie Walker

There will be a part number and a lot number associated with each form. The lot number would likely be the unique part as the part number may be tested more than one time during the year. The lot number currently has it's own column. The part number exists in the primary column currently.

Cassie Walker

It looks like this currently.

Cassie Walker

In terms of how soon another form will be entered, it could be an immediate thing, or it could be days between.

Paul Newcome

What is the reason for needing it parsed out?

Cassie Walker

It is easier in terms of submission for it to be together, but easier for our analysts to have one technique per line. Trying to see if I can make it easy on everyone.

Paul Newcome

How many techniques could be used at one time?

Honestly... If there are only a few checked off on one form and there are frequent new entries, manual manipulation may be the easiest way to go.

The setup and formulas for parsing can get rather complex and actually end up taking longer than either submitting a few extra forms or manually inserting a few new rows and pulling the duplicated data via quick cell references and the unique entries manually.

Cassie Walker

Probably around 3. I will evaluate the manual change then. Thanks for all your help!!

Paul Newcome

Happy to help! 👍️

Depending on your analysts' needs, various formulas could be used either on the same sheet or on a different sheet (or possibly in Sheet Summary Fields) to pull various metrics for counts, totals, dates, etc. all while leaving multiple entries on the same line without having to manually add in new rows. Of course that depends on what is needed for the end result. Feel free to let me know if that sounds like it might also help.

Megan L

Hi there, I'm reaching out to see if in the last two years Smartsheet has enabled this feature. For my purposes, when a form is completed by a client and they select multiple options in a dropdown, I'd like each of those selections to populate into a new row in the grid along with all of the single select data in the other form entries (columns). Is this something that exists today? We would like clients to not have to complete the form multiple times and right now, that appears to be the only option to get each selection on a new row.

Thanks!

Andrée Starå

Hi @Megan L

I hope you're well and safe!

Unfortunately, no, but it's still an excellent idea!

To add your vote! Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

Here's a possible workaround or workarounds

• This might help! 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

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Megan L

HI Andree, thanks for your comment back! Can you tell me how you set up the conditional logic on the form to submit the information on a new row? I don't think I fully understand. Thanks!

I will submit a comment now under the feedback and ideas section. Appreciate that suggestion.

Andrée Starå

@Megan L

Excellent!

Happy to help!

I'd be happy to share an example. 

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

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