Update Request Form

Umesh Shah · 02/12/21

I have a scenario where marketing managers update a sheet based on the activity they are doing. We then copy the row, via workflow, to another sheet which then triggers an update request for them to supply additional information via the update request form.

The problem is that we cannot edit or modify the update request form to include the column description or information we need. Each column actually asks a question and we expect a response (yes, no) from the recipient.

For the test, we name each column A1, A2 etc...

in the actual sheet, we have column descriptions letting them know what information we need.

But when using the update request form, the column description is not visible, nor can we rename the columns as the question is too lengthy.

Column A1 - Will anyone other than ACME personnel attend the event?

Column A2 - Will ACME pay for any travel or hospitality expenses on behalf of a person visiting a facility?:

Column A3 - Will any government official or other member of the Public Sector be attending the event? If yes, provide the name, position, organization, and email address of each Public Sector person attending the event or explain why you cannot provide the list.

Column A4 - (additional information if A3 = yes)

Additionally, column A4 is only required if A3 = yes. We can't make this a conditional field in the update request form.

Does anyone know how we can solve for users to update existing records using forms and the requirements above?

Andrée Starå · 02/12/21

Hi @Umesh Shah

I hope you're well and safe!

As a possible workaround, you could add helper columns for the questions, add the questions to each row, lock the column, and include them in the Update Request. It would look something like this.

Question 1

Answer to Question 1

Question 2

Answer...

Another option could be to use the URL-Query feature combined with an alert and forms, but this is more advanced, and depending on your specific need, it might not work.

What do you think?

Would that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Umesh Shah · 02/16/21

@Andrée Starå

I tried your suggestion and added another column with the actual "Question".

This is how it's showing up in the update request form.

A1-D is the Question I actually want to show up for the A1* field which is a dropdown.

How do I achieve that?

Andrée Starå · 02/16/21

@Umesh Shah

You'd have to select the option in the column, so it's included.

Make sense?

Umesh Shah · 02/16/21

It is selected as a field in the update form, but it doesn't appear as the question to the dropdown. it can only appear above or below the actual dropdown field and i can't hide the dropdown field title (A1*).

the screenshot above is of the update form itself.

Any other suggestions?

Andrée Starå · 02/17/21

@Umesh Shah

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)

Ella · 02/17/21

@Umesh Shah Have you considered using forms? You can achieve what you are looking for in regards to the column names. The link to the form can be sent in a notification which would be triggered by the same trigger as the update request.

Umesh Shah · 02/17/21

@Ella

That seems like a solution with more options.

I created a form that would work, how would I trigger a workflow which sends the form link and has that row information pre-populated (i.e. like the update form).

I was able to trigger an email that has the link to the form, but the form is blank. I need it to be pre-populated with the partial data of the row which triggered it.

Thoughts?

Andrée Starå · 02/17/21

@Umesh Shah @Ella

Another option could be to use the URL-Query feature combined with an alert and forms, but this is more advanced, and depending on your specific need, it might not work.

We could use the URL-query feature to replicate the form but from the sheet.

When you click in the URL created with the help from the URL-query it will open the Form layout with fields already filled in.

You could use an Automated Alert Workflow and include a link to the form pre-filled by using the URL-Query feature.

More info:

https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values

Ella · 02/17/21

@Umesh Shah hum...I don't think that the form can pull prepopulated information.

What about publishing the report or sheet with the prepopulated columns for their reference and have them use the form for the new information only?

@Andrée Starå I am not familiar with your suggestion, will look into it, thanks!

Andrée Starå · 02/17/21

@Ella

Happy to help!

The URL-query can pre-populate the form, but there are limits because it has to be included in the form URL.

I've developed some advanced client solutions with the help of the URL-query feature.

Marc Hauge · 05/11/22

@Umesh Shah

I have a nice Smartsheet / Zapier work around. If anyone wants to know how it works let me know. It is a little complicated to explain but it is tested. haugemarc@gmail.com