Link to sign out after form submittal?

Paul Grim

I have a form that users will be submitting whenever they remove an item from the Supply Room. The form will capture which item was removed, the quantity removed, and who removed it. I am capturing the "who" by forcing the user to log into Smartsheet when they access the form link.

However, there is no way for them to log *out* of Smartsheet after the form has been submitted. I have it set to reload the form in case the user needs to remove more than one item from the Supply Room, but when they are finished removing items I want them to be able to easily log out so that the next person doesn't remove items under the previous person's login ID. For some strange reason Smartsheet does not offer a method to logout after a form has been submitted!

The only thing I can think to do is to add a message to the form response that says:

"CLOSE THE BROWSER WHEN YOU ARE DONE IN ORDER TO LOG OUT OF THE INVENTORY SYSTEM!"

But that's clunky and relies on the user to read and follow directions when a nice big "Logout" button would be so much more effective.

Is there a better way to get users to log out of the form when they are done?

Paul Newcome

How many different users do you have?

Paul Grim

No finite number at this point because we haven't rolled it out yet, but let's assume for the time being that it'll be 10-20 to start.

Andrée Starå

Hi @Paul Grim,

You could maybe set it up to close the browser window automatically after a specified time.

Another option could be to have an overview of the users and that they select their form.

Would any of those options work/help?

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!

Paul Grim

I'm not sure what this means?

"Another option could be to have an overview of the users and that they select their form."

Paul Newcome

If @Andrée Starå was referring to the same thing I was thinking of, you could have separate forms for each user with a default value that specifies which user submitted.

This could be shown as a list of users and they would just click on their name to open the appropriate form.

You could even get away with only creating one form and dynamically manipulating the form URL to match the list of names to insert the appropriate default value.

Andrée Starå

@Paul Grim

You'd create unique links for each user so you'd use that to identify the user instead.

Make sense?

Another option could be either use a specific kiosk mode that would restart the session after a specified time.

What do you think?

Paul Grim

I definitely don't want multiple forms, as the number of users could grow very large over time with new users needing access and other users needing to be denied access. And I wouldn't want one user to be able to click on another user's link, or able to figure out what another user's link might be through the URL.

@Paul Newcome Can you elaborate on this: "You could even get away with only creating one form and dynamically manipulating the form URL to match the list of names to insert the appropriate default value."

Paul Grim

@Andrée Starå I want to avoid creating unique links for each user. Too much maintenance hassle. Forcing them to log into their Smartsheet account gives me more control as well as an audit trail.

Is "kiosk mode" something I would configure in the browser?

Andrée Starå

@Paul Grim

Re. kiosk mode. Is it a PC/MAC or tablet or something else you're using?

Which browser?

Paul Grim

I'm not sure what computer they're using in the Supply Room (I've never been in the Supply Room), but I'm 99% certain it's a PC. Browser can be whatever we want it to be.

Paul Newcome

@Paul Grim

It is possible to use a formula to generate a URL that would have a default value that matches the data in another cell. Here's the basics...

You create your list of users and enter the form url in another column.

Then you can use a formula to pull the form url then add a text string to specify a field then use a cell reference to the column containing the user name to enter that user name into the field.

It actually sounds more complicated than it really is. I'll throw some screenshots together and revisit.

Paul Grim

@Paul Newcome I think I understand what you mean (my master's is in web site and database technologies). But it's still more maintenance than I want to deal with. Why not let Smartsheet handle all that with the system field "Created By", right?

We may need to educate the users after they get access to Smartsheet that they are responsible for anything that happens under their login ID, and therefore they need to log out or close the browser when they are done removing items from the Supply Room.

Currently the Supply Room works on the honor system, so any level of user tracking will be better than what we currently do. But I will keep all these suggestions in mind for future application! Many thanks!

Andrée Starå

@Paul Grim

Here are few resources that might help. It's possible to configure Chrome in kiosk mode, but I'm unsure about how to reset the session.

https://www.provisio.com/web/us/products/windows-kiosk-software-sitekiosk

https://docs.microsoft.com/en-us/windows/configuration/kiosk-prepare

https://thegeekpage.com/how-to-setup-chrome-kiosk-mode-in-windows-10/

Would any of those options help/work?

Paul Newcome

@Paul Grim

While what I was thinking does involve some maintenance, it is only maintaining a list of names.

I do agree though that using the Created By field and stressing that they need to log out or else they could be held responsible is definitely the least amount of maintenance between the two.

It does look like @Andrée Starå's "Kiosk Mode" suggestion might be useful as well though.

Paul Grim

@Andrée Starå Hahaha -- Windows 10? What's that? We're still on Windows 7 for the foreseeable future. Too much reliance on legacy software that isn't compatible. (Don't get me started.)

I'll check into Chrome's kiosk feature. Thanks for the tip!