How do I respond to a form submission within SS?

Taylor Duch

I need to know how to “respond” to a form submission. Once the form submitter submits their submission, how do we as an organization, respond to the submission? I know I can utilize an update request, however that requires a licensed user permission and not everyone has that. Is there another way?

Andrée Starå

Hi @Taylor Duch

I hope you're well and safe!

Whi needs to respond, and what should the response consist of?

Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

I hope that helps!

Be safe and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Taylor Duch

Hi @Andrée Starå !

Thanks for your response. This project was created in order for our vendor's to communicate payment issues/disputes to us. When needed, they will access the form via a link that is provided to them. The form requires basic contact including their email address. It will also allow them to comment on their issue and amount $ in question. Once the form is submitted, it would be reviewed by someone within our organization. (still working on this process). Once the form and information has been reviewed we need to be able to respond to the vendor who submit the form to let them know that we agree with their dispute, or we do not agree with their dispute. How can a non-licensed user do that? That is where we are getting hung up. Any assistance you can provide would be appreciated.

Andrée Starå

@Taylor Duch

Happy to help!

You can set up a Workflow that automatically sends a message to the vendor depending on a status column, checkbox, or similar.

Make sense?

Would that help/work?

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Taylor Duch

@Andrée Starå It might, but the information being sent back may not be consistent. Like if we are not in agreement we need to explain to them why. Is it possible to set up a workflow that would allow user to make edits to the message prior to it being sent to the vendor?

Andrée Starå

@Taylor Duch

Yes, you can use the Placeholder feature and use a column to add/change the message.

Would that work?

Taylor Duch

@Andrée Starå I think so! I'll need play around with that. I've not heard of the placeholder feature. I'll give this a shot. Thanks so much!

Andrée Starå

@Taylor Duch

Excellent!

You're more than welcome!

More info about the placeholder feature: 

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

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Taylor Duch

@Andrée Starå When creating the work flow, how do I get the notification to be sent back to the email address of the form submitter? (When they fill out the form they put phone number, email etc.).

Andrée Starå

@Taylor Duch

You would need to change the column with their email to a Contact Column and then reference it in the Workflow.