Update a row with a form

Corentin Dal Farra

Hello everyone,

Do you know if in Smartsheet when I fill a form, it is possible to update an existing row (with an ID key for example), instead of creating a new row ?

Do you know also if there is a way to check if a row has been already created (with an ID key) to prevent for example a form user from creating a row with an ID that already exists ?

Thank you for your help,

Have a nice day,

Corentin

RossL

@Corentin Dal Farra

I have something like this for our companies vacation requests. the request comes in through a request form. This will create the row and populate the ID using a system generated number. Any changes to that requires the user to enter the ID then enter the updates they want. The updates go into a second sheet. The original sheet 3 columns for each value (this is messy but it works) 2 of the columns are hidden and one is the display.

for example Start date there is

Requested Start date (this is what the original request is) it is hidden

Change Start date (this using an Index/Match to locate any change request on the 2nd sheet) it is also hidden

Start Date (this uses an IF statement to say IF(ISBLANK([Change Start date]@row),[Requested Start date]@row,[Change Start date]@row) this is the column is displayed

this will look for any change request for that column and display if it is changed otherwise will display the original data.

one final not is it only works if the 2nd sheet for change request is set up to have new entries added to the top of the sheet. That way the latest changes for each column will be displayed.

RossL

@Corentin Dal Farra

You are correct there will be two forms and two sheets. The first sheet being were the original request is made and the second one will be for updates. The updates will all be cataloged on the second sheet and the Index/Match will pull the values based on the Unique ID field.

RossL

@Corentin Dal Farra

I have something like this for our companies vacation requests. the request comes in through a request form. This will create the row and populate the ID using a system generated number. Any changes to that requires the user to enter the ID then enter the updates they want. The updates go into a second sheet. The original sheet 3 columns for each value (this is messy but it works) 2 of the columns are hidden and one is the display.

for example Start date there is

Requested Start date (this is what the original request is) it is hidden

Change Start date (this using an Index/Match to locate any change request on the 2nd sheet) it is also hidden

Start Date (this uses an IF statement to say IF(ISBLANK([Change Start date]@row),[Requested Start date]@row,[Change Start date]@row) this is the column is displayed

this will look for any change request for that column and display if it is changed otherwise will display the original data.

one final not is it only works if the 2nd sheet for change request is set up to have new entries added to the top of the sheet. That way the latest changes for each column will be displayed.

Corentin Dal Farra

Hi @RossL

Thank you very much for your answer, it seems to be a very good solution that you created right here.

So if I understood well :

• You have two forms, one form original submission, and one for making updates ?
• When the user needs to make an update, he has to put the automated ID reference that was populated in the first form is that correct ?

I should try this solution for my use case anyway,

Thank you again !

Corentin

Ramzi K

@Corentin Dal Farra

There is currently no way to update an existing row with a Form in Smartsheet.

RossL

@Corentin Dal Farra

You are correct there will be two forms and two sheets. The first sheet being were the original request is made and the second one will be for updates. The updates will all be cataloged on the second sheet and the Index/Match will pull the values based on the Unique ID field.

Corentin Dal Farra

Thank you for your answers !

Have a great day,

Corentin

Ulla Gertig

Hi, is there already a smarter solution for this problem existing? I cannot really follow on how to use a second smartsheet in order to use a normal form for updates.. If i have to create 3 columns per original column I will end up with way too many..