Form Lookup

Form Lookup

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.

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  • @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

  • Andrée StaråAndrée 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

    ✅Did my post 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!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • 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?

  • 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 NewcomePaul Newcome ✭✭✭✭✭

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

  • 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 NewcomePaul 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.

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

  • Paul NewcomePaul 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.

  • Does the Smartsheet Community have a live chat per chance?

  • Andrée StaråAndrée 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!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

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