Update the data for selected rows at different time

Alan Lee

Hi All,

I would be very grateful if anyone could let me know on how to allow user (update request through external email with no smartsheet account) to update their selected row and submit to us.

My tracking sheet might have more than 50 rows that requesting for the update regularly from one single email account. I setup a workflow to send out the request update weekly. However, the user is not able to save or submit when they complete few rows. I am also managing more than 100 dynamic email account without smartsheet account so that dynamic view is not my preferred opinion.

I would like to know if there is a way to let the users submit the updates partially. They can use the same link to do another update next time. This is really important for me since nobody would like to receive 50+ emails to update individual row but most of them prefer to receive one follow up email and then update the rows that they want.

Andrée Starå

Hi @Alan Lee

I hope you're well and safe!

Have you looked into using a report instead, or do you not want the users to have access to the sheet? What Smartsheet plan do you have?

Is there any pattern, or is it random rows that need to be updated? How many people need to be able to update?

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 week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Bassam Khalil

Hi @Alan Lee 

Hope you are fine, you can create a report and with the current user filter ao each user see only the fields assigned to him and send the link to your users and this link will be available for update all time. and if you don't want to share them on the main sheet you can create a different sheet for update and use the cell linking or Index with Match formula to collect your updates to the main sheet.

Alan Lee

Thanks, Andree & Bassam for your reply.

My account is the enterprise premier. I never try "report" since I think the external party needs to create a smartsheet account to get the report access. Please advise if I misunderstand the criteria.

There are more than 100 dynamic email accounts that I am working with. It means I have to do lots of admin work to create and maintain these smartsheet accounts.

My tracking sheet is quite simple indeed. I have several columns that need to be updated from external party weekly. Those external parties can only communicate through email. They need to upload some documents and provide the updates weekly. Besides, each external party need to maintain more than 10 rows (Each row related to different tasks that assigned to them) and they cannot access the full sheet for security issue.

Andrée Starå

@Alan Lee

Happy to help!

There are several ways to structure a solution, but I need more information to give better advice. I think that probably the best solution would be Dynamic View or WorkApps.

• What do you mean by Dynamic email addresses?

Alan Lee

Thanks, Andree.

The dynamic email account means the change in the email address from the same company. Besides, I also keep adding new email address from new company into the tracker.

There is lots of work if I need to train the new joiner on how to setup the smartsheet account and how to use smartsheet function. Just try to see if there is some handy way of just providing a link through email and then they can input & upload the documents instead of building a platform. Or might be it is not difficult for the external party to create a smartsheet account and do the update per your experience.

The function of "Update Request" can help but it can't allow the user to submit the row update separately through only one single request in one link.