How To Create a Complex Workflow?

cyarian

Hello,

I am in the process of converting an existing Formstack form/workflow into a Smartsheet form/workflow. The existing Formstack workflow is quite complex, and it seems that I may not be able to replicate it in Smartsheet.

Here is the workflow I am trying to create in Smartsheet:

1. Client fills out form and submits.
2. Leadership (lvl 1) reviews form and then fills out additional information (their name, who to send to next, etc.) and submits for next step.
3. Leadership (lvl 2) reviews forms from step 1 and 2 and the fills out additional information and attaches files. Submits for next step.
4. Leadership (lvl 3) reviews forms from steps 1-3 and fills out additional information. Gives final approval.
5. Email is sent to all participants (steps 1-3) about whether or not request is approved.

I am running into a few main problems trying to replicate this workflow in Smartsheet:

1. Can a workflow in Smartsheet contain multiple forms? My workflow would need four forms in total, with the participant being able to see the form at their step as well as the forms that were filled out in steps prior.
2. Is there a way to add multiple fields in a form that would allow for file attachments? So far it looks like there is only one file attachment field allowed in a form.

Any insight or advice would be greatly appreciated!

Thank you,

Callista

Paul Newcome

I would suggest making each piece of information its own column and putting all steps in a single sheet.

Step 1 would be a form. Steps 2 - 4 would be Update/Approval automations, and step 5 would be an Alert automation.

You can only provide a single field to attach an item, but users can attach multiple items at the same time to that single attachment field.

cyarian

https://community.smartsheet.com/discussion/comment/346885#Comment_346885

Great, thank you for the suggestion!

If all of the steps are in a single sheet, how can I create a form and two different automations within that one sheet? I'm not seeing a way to do that (sorry-I'm very new to Smartsheet).

Thank you,

Callista

Paul Newcome

So you would create the form first by clicking on the "Form" button in the top right corner. This would be the initial step. The next steps that would be either update requests or approvals would go in the "Automations" section right next to the "Form".