Updating a status for new form entries based on approval

Rebekka Cline

Hi all. I need help please. I have a form that generates new entries on a list. They are set to default to a "Requested" status when they arrive on the sheet. Each entry is set to go through an approval workflow ending with a Senior Manager Approval. There are a number of columns but the pertinent ones would be:

Status (this field is a single-select dropdown)

Senior Manager Approval (this field is generated by the approval workflow)

Ideally when new entries land on the sheet, if they have been approved by the Senior Manager ("Approved"), I would like the Status column to be changed to "Approved for Review". This way it would be visually clear to those looking at the sheet which entries have completed review versus which are still in workflow.

I learned how to do an if-then statement to accomplish this - but this will not work for entries which are added via the form because the formula would not be present in that newly added row and cell.

Is there any way to set up a conditional status change, so when a row has been added, and all approvals are issued, the Status field changes from the default "Requested" to "Approved for Review"?

Thanks for your help.

Leibel S

@Rebekka Cline

Try making you formula a column formula, then it would always be there on new entries.

Paul Newcome

You would need to expand your IF formula to cover each of the different selections.

Rebekka Cline

Thank you! I will try making it a column formula. Appreciate the quick reply.

Rebekka Cline

OK, column formula does not work because I lose the ability to subsequently change the status manually... any other ideas?...

The only time I want the status set conditionally is on initial review. Subsequently we would change the status manually.

Rebekka Cline

https://community.smartsheet.com/discussion/comment/277053#Comment_277053

I am not sure if this would work either since it would presumably require all of my status changes to be conditional/automated and we want the ability to update manually - or am I wrong?

Leibel S

https://community.smartsheet.com/discussion/comment/277057#Comment_277057

Add 2 more columns. One that can be manually changed and the other with a formula that chooses the status from the auto status column formula unless there is a manual changed status.

Rebekka Cline

https://community.smartsheet.com/discussion/comment/277060#Comment_277060

That might be a good workaround. thanks!