How to show only fields completed on the emailed copy of the form?

Kelly Caruso

Hello! New SS user here. I have created an order form for our internal marketing team and I only want the fields completed to show up on the email of the completed form with any items they attach to the form. See my screen shot below. This shows the only item wanted is a TRIFOLD (which was one of the drop down items). My issue is that all the other items are showing up from the DROP DOWN that where NOT chosen - Flyer, Rack Card, Door Hanger, etc.

How do I get these NOT to show up on the email? Please help! Thanks!

Andrée Starå

Hi @Kelly Caruso

You'll need to set up a Workflow to send out an Alert and combine it will Placeholders to only include the submitted information.

More info: 

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

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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Shelby

@Kelly Caruso

If I understand this correctly, you only want to see the "PRINT ITEM 01" dropdown menu item selected? Which includes, "TRIFOLD...FLYER...RACK CARD...POSTCARD...DOOR HANGER...MINI POSTER..."

If so, this can be achieved by modifying the Automation you've created to only include the "PRINT ITEM 01" field. Here's an article to help: https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests

Does that answer the question?

Kelly Caruso

Thanks! Yes I did see that solution. I was actually looking for it to be part of the automatic response that is emailed when the user hits SUBMIT. Before I even look at the list in SS. Is that possible? I have over 55 columns, so selecting what is filled out and what is not would not be feasible. Plus, we get over 4500 requests a year, so the time this would take to send out each request to a designer would be a headache :)

EDIT: I used LOGIC also, and the fields that remain invisible to the user are showing up on the emailed completed form. I didn't want that either. I only wanted what information was input to be shown. For example, we have a question about whether we should handle the print portion of the job once final. If they hit NO, then a question appears asking where final files should be sent. Thsi shows up in the email whether they hit yes or no.

Paul Newcome

You could use hidden columns with formulas to pull only the data that was filled out, then use placeholders in the automation to pull from these columns instead.

Andrée Starå

@Kelly Caruso

Happy to help!

How did it go? Did you get it working?

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Blair Dawson

@Kelly Caruso

What was your solution to achieve only the completed fields automatically sent to you? I read the other responses but was not able to obtain that result.

Paul Newcome

@Blair Dawson You would use a helper column (or series of helper columns depending on the number of fields and characters possible) with a JOIN/COLLECT formula in them to pull together all non-blank cells into a single cell and then use a {{Placeholder}} in the automation.

=JOIN(COLLECT([1st Column]@row:[Last Column]@row, [1st Column]@row:[Last Column]@row, @cell <> ""), "delimiter of choice")

KoreyG

@Paul Newcome - I am also trying to figure out the email response copy part. Once someone uses our form and submits it with entering their email, it shows all the blank fields along with those that were entered. Is there a way for the email received to ONLY include the fields that are filled out? The form I am using has about 100 fields to fill out, so if someone is only is requesting items in 2 fields, then their email copy they receive will have 98 blank rows they don't need to see.

Paul Newcome

@KoreyG You would use the solution outlined in my last comment.

KoreyG

@Paul Newcome I currently have a formula in place on my sheet that pulls all the non-blank cell data into a cell. How do i apply that to the email automation?

Kelly Caruso

@Paul Newcome Thanks! IDK why, but I was only alerted that this question (posted back in 2020) was answered. I am going to try this now, but where do I put that equation? (Sorry, I am not a programmer!) Do I put it in the logic/automation steps I have once someone submits a new order? Right now I have a workflow set up like this. When I select a designer in the 'ASSIGNED' column it sends them an email. You can see right now it defaults to sending all fields -

=JOIN(COLLECT([1st Column]@row:[Last Column]@row, [1st Column]@row:[Last Column]@row, @cell <> ""), "delimiter of choice")

Paul Newcome

@KoreyG You would use a {{Placeholder}} in the custom message portion of the Automation.

@Kelly Caruso The formula goes into a helper column on the sheet. You would then use a {{Placeholder}} in the custom message to bring in the data from the helper column containing the formula.