Control Multi-Select Values with Multiple Users

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mel.greenspan
mel.greenspan ✭✭✭✭
edited 03/05/20 in Smartsheet Basics

We have a multi-select field that is accessible by 20+ cross-functional partners. We use the multi-select field for partners to subscribe to calendar sheets by entering their Function Name in the column. We're exploring how we can better govern this data entered in/out of this column to ensure nothing is deleted or incorrectly entered by other functions. Is there a way to use Smartsheet features to control which functions can enter data into the field and what specific data they can enter?

For example, if Design is trying to enter "Design" into the multi-select cell, we don't want them to accidentally delete "Development" form the same cell.


Thank you!

Answers

  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭
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    Have you considered using either checkboxes, or separate fields, but then joining them in the final field so that the final field is not touched by human hands? You could come up with a formula that would combine all the checked fields or something like that? However with 20+ cross-functional partners you would either need a lot of additional columns or some fancy formula trickery. By giving each partner their own checkbox however, they wouldn't have to mess with anyone else's input.

  • mel.greenspan
    mel.greenspan ✭✭✭✭
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    Yeah we have the checkbox option today and it is just getting overwhelming with each sheet having 20+ columns and growing!

  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭
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    Hmmm. Ya. I can see how that would be a burden. I wonder if you could hide those checkbox columns and just create a report for each partner that would show them only their checkbox rows? That would allow them to check their box but you wouldn't have to see their checkboxes on your main sheet. Just a thought. 😄