Adding fake user in a multiple contacts per cell field configuration

I have a sheet set up using the Contact List field to hold my Assigned To information.

I have a set of named resources and associated email addresses for some individuals , which works fine in a multiple contacts per cell configuration. These real users are Users under User Management/saved in the sheet Contact List.

I also have 3rd parties assigned to tasks. I tend to add these as company names and without an email address. This could equally apply to internal teams where I know the role but not the named resource. This is not a problem when there is just one contact in the field, however I typically have tasks that are being worked on by multiple contacts.

Ideally I don't want to have to

  • duplicate tasks so I can have the same task assigned to each party
  • set up fake googlemail, or other, accounts to back the 3rd part/role name
  • muddy user management with fake users (even if they are not licenced and so cost no money)

Has anyone got a solution they use for this situation?

Best Answer

  • Brett Wyrick
    Brett Wyrick ✭✭✭✭
    Answer ✓

    Go to your "Assignee" column (or whatever your 'Contact List' column is)

    Right click it

    "Edit Column Properties"

    Go to "Values (Optional)"

    Add in your "fake" assignees there

    Screenshot:

    I added in your name and some "fake names".

    Then when I go to the cell, it looks like this:

    If I select your name to add to the cell, it prevents me from adding "multiple" contacts though, which is the issue you're running into (it sounds like). Then you should mouse over the cell:

    Which will give you the option to "Add Contact Info". Click on that, then just put in a fake email address:

    Press OK.

    Now you can assign multiple contacts using that email address. That'll save across all your sheets (or it should).

    I check the second box to add myself and...

    Boom, we're both assigned!


    If this answered your question please mark this as "Yes" below. If it didn't please respond and I'll try again!

    If this answer answers your question, please press "Yes" above - it helps the community (and those random Googlers out there 👀) find solutions like yours faster.

    Love,

    Brett Wyrick | Connect with me on LinkedIn.

    ------------------------------------------------------------------------------

    2023 update: I'm no longer working on Smartsheet stuff. I started working at Microsoft in 2022, plus I have 1-year-old twins at home and frankly, I don't have enough time to do Smartsheet anymore. It's been real, Smartsheeters!

Answers

  • Brett Wyrick
    Brett Wyrick ✭✭✭✭
    Answer ✓

    Go to your "Assignee" column (or whatever your 'Contact List' column is)

    Right click it

    "Edit Column Properties"

    Go to "Values (Optional)"

    Add in your "fake" assignees there

    Screenshot:

    I added in your name and some "fake names".

    Then when I go to the cell, it looks like this:

    If I select your name to add to the cell, it prevents me from adding "multiple" contacts though, which is the issue you're running into (it sounds like). Then you should mouse over the cell:

    Which will give you the option to "Add Contact Info". Click on that, then just put in a fake email address:

    Press OK.

    Now you can assign multiple contacts using that email address. That'll save across all your sheets (or it should).

    I check the second box to add myself and...

    Boom, we're both assigned!


    If this answered your question please mark this as "Yes" below. If it didn't please respond and I'll try again!

    If this answer answers your question, please press "Yes" above - it helps the community (and those random Googlers out there 👀) find solutions like yours faster.

    Love,

    Brett Wyrick | Connect with me on LinkedIn.

    ------------------------------------------------------------------------------

    2023 update: I'm no longer working on Smartsheet stuff. I started working at Microsoft in 2022, plus I have 1-year-old twins at home and frankly, I don't have enough time to do Smartsheet anymore. It's been real, Smartsheeters!

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