Update Request using a Form

I am creating a SmartSheet that we will load specific rows to it. I then would alert the contact of their row via Alert Someone workflow. Then the person would have to update a couple of columns/fields in the Smartsheet. Here is my problem:

The Update feature doesn't give you an option (that I know of) of formatting the fields like a Form does. So, for example, if my column is called "Information is Accurate," I would like to be able to format the Update notification to replace "information is accurate" with "Is the information on this company accurate" to provide clarity to the user - as you do on a Form.
When using a form, it adds new and does not necessarily update the correct row/cell.

I have set up a different sheet for my intake form (since it only adds new records) and used VLOOKUP to reference it to my master Smartsheet. However, that creates other issues. The Alert Notification is still coming from my master because the information is loaded there - giving the recipients access to the master sheet.

I read that I can use a crucial identifier to use a Form to Update rows. Has anyone been successful with this and can share how to set it up?

Thank you!

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Genevieve P.

Hi @MFelix

It does sound like an Update Request workflow would be best for your scenario. You are correct that you cannot customize the field names like you can in a Form (please submit your feedback to the Product team through this form, here!). And yes, form submissions will always create new rows in the Sheet, versus updating current rows.

I would suggest still using the Update Request but change your column name to be more clear. Then make sure you are only sending links to sheet and specific fields in the Request so they cannot see the columns in your main sheet that you want hidden. (See: Customize the content of your alerts and requests)

Cheers!

Genevieve

LizTo

The lack of ability to send pre-created forms as update requests is really limiting to me as well. Right now, the only option to have people update existing rows is to send an update request, but update requests, even when customized, are missing the full customization available in forms - titles, headings, helper text, dividers, logic, required fields, etc. This is really limiting to what I can do with some sheets because many fields require more explanation than what can be captured in the column heading that shows up in an update request. I've also submitted the product feedback form about this point.

Emily Miller

I agree! Having the ability to customize the forms in an update request is critical from our user experience. Our column headers are fine for general awareness the helper text has more context so people can review and respond correctly. Even having the ability where the help text is included in the update request workflow automation would get us closer to what we need.

Rich N

I also need the ability and customization and help fields that Forms provide. Update requests don’t allow pre-populated fields, help text or the easy rearranging or logic that Forms has.

my need is so great for this I’m going to test creating forms to feed into a different sheet and then pull fields from the response sheet to the master sheet.

A very clunky workaround for what should be a critical feature.

IQB

I am also looking for a solution to update certain columns of the existing rows through form. An additional sheet to host the updated data is not necessary, painful to setup and easy to break.

CAS the CSA

This is an exceptionally critical feature that is missing.

Michelle Mills

I am in agreement with all the replies. The ability to edit the Request for Update form is needed.

Beecher2019

I also couldn't agree more with all the replies. The ability to edit the Request for Update form is a critically missing feature.

Jaz693

Agree 100%. How many people have to submit this as a feature for it to be considered?

jparee

Definitely need this to be updated - very limiting in terms of what Smartsheet is supposed to be capable of.

MST_Sherm

This is definitely needed!

Tina R

I realize this post is a few years old, but the need for a form to fill out a row is still accurate and should be a high priority.

Jenn W.

I agree. I am having the same trouble. If we could send forms that match the specific rows we need information about, that would be such a great asset!

Calvary

I agree this is much-needed. Update requests format our logo off-center and to my knowledge, there is no way to change it. It is centered on our Forms.

Ben Summit

No pun intended, but any updates on this request??? This would be extremely helpful and as a developer it does not sound like a very big lift for Smartsheet. Users would simply create a form as usual, then in the automation workflow, in the update request action, select the form to use, then Smartsheet will prepopulate the form with the values from the row (forms can already do this with query parameters), then simply update the existing row instead of adding a new one.

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