Form Lookup

James Moore

Is it possible to present a "Form" to a user, have them enter criteria. e.g. a unique customer number and then present other data to the user relating to that unique customer (e.g. the cust company name)? In other words, not provide them access to the sheet that contains the customer data.

Paul Newcome

It is possible within Smartsheet. You would have the form user also enter their email address. Then you can have 2 extra columns on the customer data sheet. One column would pull the email from the most recent form submission and the other would be a checkbox that would use cross sheet references to check off the row that matches the customer number submitted on the form. Then you can set up an Automation that will send the row data to the email address in the first column.

Andrée Starå

@James Moore

Excellent!

Happy to help!

Smartsheet raised the row limits (20 000) and more last week.

More info:

We are reaching out to give you early visibility into an exciting update for sheets. In the coming weeks, sheets will be bigger, faster, and more responsive to help your team achieve more in Smartsheet. Here is what is changing:

New sheet limits:

• 20,000 rows
• 400 columns
• 500,000 cells
• 100,000 cross-sheet referred cells

Improved performance:

• 2x improvement on sheet load time
• 6x improvement on sheet scrolling
• 2x improvement on speed to load cross-sheet references

Now, you can scale your solutions confidently with increased sheet capacity and improved performance.

Thank you,

Smartsheet Team

Ryan Kramer

@James Moore ,

You would likely need to build a custom application for interacting with the Smartsheet in order to make the data accessible and restricted like this as well.

Ryan

Paul Newcome

It is possible within Smartsheet. You would have the form user also enter their email address. Then you can have 2 extra columns on the customer data sheet. One column would pull the email from the most recent form submission and the other would be a checkbox that would use cross sheet references to check off the row that matches the customer number submitted on the form. Then you can set up an Automation that will send the row data to the email address in the first column.

Andrée Starå

@James Moore

Hi James,

Unfortunately, it's not possible at the moment in the form itself, but it's an excellent idea!

Please submit an Enhancement Request when you have a moment

As a possible workaround, you could use the method described by Paul or you could use a third-party form service.

Is that an option or would the automation method work for your use-case?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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James Moore

Thank you Paul and Andree. I followed Paul's recommendation and it works perfectly. Very clever Paul. My next ask is to increase the row limit above 5000 as the customer data has 250K rows. Why is the Smartsheet row limit at 5K?

Andrée Starå

@James Moore

Excellent!

Happy to help!

Smartsheet raised the row limits (20 000) and more last week.

More info:

We are reaching out to give you early visibility into an exciting update for sheets. In the coming weeks, sheets will be bigger, faster, and more responsive to help your team achieve more in Smartsheet. Here is what is changing:

New sheet limits:

• 20,000 rows
• 400 columns
• 500,000 cells
• 100,000 cross-sheet referred cells

Improved performance:

• 2x improvement on sheet load time
• 6x improvement on sheet scrolling
• 2x improvement on speed to load cross-sheet references

Now, you can scale your solutions confidently with increased sheet capacity and improved performance.

Thank you,

Smartsheet Team

Ryan Kramer

I think they will be increasing it to 20,000 soon. However that is still very short of your need. It would make sense to build some integration between your database and Smartsheet in my opinion.

Ryan

Paul Newcome

@Ryan Kramer The update was released some time last week.

Kristin Kornchuk

How do I build a lookup in a form when a specific Item# is selected that will show that specific Item Description and other row data tied to that Item# (ie: pricing structure tied to the Item#)?

Paul Newcome

@Kristin Kornchuk You can't have a formula populate a form while it is being filled out. You could however use a from/update request combination with formulas on the sheet.

Kristin Kornchuk

I'm not finding anything searching for "from/update request combination". Per chance could you share a link that has an example?

Paul Newcome

Sorry. I meant FORM/Update Request. I am not sure if there is any "official" documentation out there for this, but here's an overview.

User fills out form with initial data and email address and clicks to submit.

Formulas in the sheet pull the data you want "auto-filled".

Update Request Automation sends an Update Request to the email that was captured asking them to update the row (looks like a form) that now has that information populated.

Kristin Kornchuk

Does the Smartsheet Community have a live chat per chance?

Andrée Starå

Hi @Kristin Kornchuk

Another option could be to have the data on one side in a dashboard and the form on the other side.

Would that work/help?

Unfortunately, we don’t have a community chat.

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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