Cross-sheets form

James Tanner

Hi there,

Now that we can create a logic inside a form, which is an outstanding addition, to say the least; is there a way to create a cross sheets form? By that I mean, not only the logic kicks in and displays fields, but I want to display fields from different sheets. This way, instead of sharing 3 links to 3 forms from 3 sheets, we can have one link to a one form that displays fields from 3 sheets. I hope I was able to articulate my thoughts here.

Thanks,

James

Andrée Starå

Hi @James Tanner

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

Please submit an Enhancement Request when you have a moment

As a possible workaround, you could maybe structure it to work similarly with some so-called helper columns.

What do you think? Would that help/work?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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James Tanner

Thanks Andrée! I'm not familiar what helper columns are. Where do I find more info?

Andrée Starå

@James Tanner

Happy to help!

There isn't any documentation for helper columns. It's something widely used as a description of columns that helps in a process and usually they can be hidden.

Make sense?

In your use-case you could add the columns from the other sheets as helper columns.

Would that work/help?

James Tanner

Oh I see. That makes sense. Yes, I thought about creating a master sheet that combines all the sheets I want the form to drop data in, by inbounding those columns to the master sheet.

Thanks for your quick replies!

Be safe!

Mike Wilday

@James Tanner I have a question, why would you not capture all the data into a single sheet? What is the goal of separating out your data like that? Have you considered capturing everything on a single sheet and using reports to break up the data. Reports uses the original data (even lets you edit and modify it) but keeps it in your source.

Another option might be copying the row data to each of your other sheets and hiding the columns that aren't really needed on that particular sheet.

Would any of those options work for you?

More on Smartsheet Reports:

https://help.smartsheet.com/videos/smartsheet-reports

Andrée Starå

@James Tanner

Yes, if it works to have everything in one sheet, I recommend it and maybe use reports instead of seeing the information in different views.

James Tanner

@Mike Wilday Good question. The data type is different and serves different stakeholders in different departments, yet, the form users are the same. For example, I create solutions for the logistics, HR, Resource management...etc. The solution sheets have editors/admins from each department, and they have to be separate from each other for data privacy as one reason. However, the data come in from the same users. Was I able to answer your question?

Mike Wilday

Do they add additional data to the sheets you create for them or are you just showing them the data from the form submission?

If they are adding data I would use an automation to copy the new row to each of the other sheets. Make sure they initial structure is the same, but hide the columns in each sheet that aren't necessary. Then you can add additional columns at the end. You'll want to make sure the initial columns in each sheet are identical to the form sheet. You can create three automations in your form sheet that all are initiated when a form is submitted or a new row is added.

https://help.smartsheet.com/learning-track/smartsheet-intermediate/move-and-copy-rows

Hopefully, that will work for you.