Check form submissions on a quarterly basis

bkw1962

I have a small project plan that contains just 4 tasks - 1 for each quarter of the year, with the due date being the last workday in the quarter.

Using that plan and an Outlook distro list, I have roughly 200 people that, based on the quarterly end date, will get a link to a form to complete for their location using one of 3 reminders: 2 weeks before, 3 days before, and on the actual due date. All 3 have the form link.

What I'd like to do is:

• Once a person submits the form for a location for a quarter, they stop getting the reminder
• On due date+1, generate a report that lists everyone who has NOT yet submitted the form for that quarter

All suggestions appreciated!

Heather Duff

Hello! Quick question: Are the emails that are sent out sent as update requests from Smartsheet, or is a link to a SS submission form?

bkw1962

Hi there. These are not updates but new requests each time for new entries each quarter via Smartsheet form link.

Andrée Starå

Hi @bkw1962

I hope you're well and safe!

Are the people Smartsheet users?

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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bkw1962

No. The recipients are not Smartsheet users.

Andrée Starå

@bkw1962

The submitters would need to select who they are or add some id.

Another idea would be to use the URL-query feature, but you would need to send a unique form link to each recipient.

What do you think?

bkw1962

The users are required to enter their unique user SSO ID when they open the form each time.

Andrée Starå

@bkw1962

That is excellent.

We could use that with a so-called helper sheet or helper columns in the same sheet to show if there is a match (meaning they've submitted and then the reminders shouldn't send).

Make sense?

Would that work/help?

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bkw1962

I thought that may be case but am not precisely sure how.