How to Auto-populate form with Request Number

Austin Kuhn

Hello,

I am creating a form for customer's to input data into our sheet. This form currently asks for "FER Number" which the customer is currently requested to input. However, I'd like to make this "FER Number" auto-generated/auto-populated. I'd like the form to reference the last input "FER Number" on Smartsheet (bottom row on smartsheet in FER Number Column) and add 1 to this number, then add this FER number to the form and furthermore the bottom row of the "FER Number" column. Hopefully this makes sense. We have performed 6500 FERs so far outside of Smartsheet, so the first form that the customer finishes should auto-populate "FER Number" with 6501. Is there a way this can be done? Appreciate your help as I learn the smartsheet system and get up to speed.

Thanks,

Austin

Andrée Starå

Hi @Austin Kuhn

Yes, but it's not possible to show it in the form because the number is created after the form submission, but you can set up an automation to send out the number to the submitter.

Make sense?

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Andrée Starå

@Austin Kuhn

Excellent!

You're more than welcome!

More info.

https://help.smartsheet.com/articles/1108408-auto-numbering-rows

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

✅Remember! 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!

Andrée Starå

Hi @Austin Kuhn

Yes, but it's not possible to show it in the form because the number is created after the form submission, but you can set up an automation to send out the number to the submitter.

Make sense?

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

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!

Austin Kuhn

Hi Andree,

Thank you for the timely response. That would definitely work for our needs. Can you point me in the right direction to learn how to get this done and/or help me out? We would definitely need the customer to be notified which "FER number" they created after their submission of the form. Appreciate your time and help.

Thanks,

Austin

Andrée Starå

@Austin Kuhn

Excellent!

You're more than welcome!

More info.

https://help.smartsheet.com/articles/1108408-auto-numbering-rows

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

✅Remember! 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!

BrianD

Hi @Andrée Starå

I have created a similar form for my customers, is there a way to send out the number to the customer without giving them access to the sheet ?

Thanks

Brian

Andrée Starå

Hi @BrianD

Yes, but you'll need to lower the Workflow permissions so you can send to anyone.

Make sense?

Would that work?

I hope that helps!

Be safe and have a fantastic week!

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!

BrianD

Hi @Andrée Starå

Thanks for quick reply

I have done this but it then gives them access to the sheet,

Not really, that sends them a link to the Smartsheet and the can view it, which I don't want them to be able to do,

I couldn't work out another way to do it...

Thanks

Brian

Andrée Starå

@BrianD

Happy to help!

They won't be able to see anything even if they have the link, but you can remove the link to the sheet using the Message only option and combine it with the placeholder feature.

More info: 

https://help.smartsheet.com/articles/2477796-dynamically-add-cell-data-in-the-subject-and-body-of-request-messages

Would that work?

BrianD

@Andrée Starå

I have tried that but it gives the link to the sheet with full access because to 'send to contacts in a cell' you have to give them permission

I might be missing something but I feel I've tried everything,

Appreciate your help

Andrée Starå

@BrianD

Strange!

They shouldn't be able to get access if you haven't explicitly shared the item with them.

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

BrianD

Thanks @Andrée Starå

That would be great, I could be doing or missing something stupid

KathyL

Hi @Andrée Starå I can see you were able to help the others with this request.

I want to create a number when a request is submitted through the form but i just want it to populate in the smartsheet and not necessarily send it out to the entry owner. Could you show me how to do it both ways that way in the future, if that would be useful, i could do it either way?

Thanks!