Automating template sheet set cloning & distribution upon new form submission

Kathy McFarland

I am working on a new process for tracking business. I have found a template set - RFP Processing - that seems to match to get me started.

I have a form that writes a row to a specific sheet. What I want to do is have several template sheets be sent out to specific persons to start their tracking work. I have a trigger and a condition, but cannot seem to find an appropriate action that would permit this.

Please advise if I am missing something and if there is a way to do this within Smartsheet. If I have to engage with Zapier (we have done a few small integrations with it) let me know as well.

Thanks,

Kathy😀

David Tutwiler

If all of your input is coming into one sheet, and you want that information to go out to other sheets, I think what you are looking for is either the Move or Copy row automation. Move row will move the row to the template sheet and remove it from your source sheet, Copy will just make a copy. You can read more about both functions below. Is that what you were looking for?

https://help.smartsheet.com/articles/2479626-automatically-move-or-copy-rows-between-sheets#:~:text=Set%20up%20an%20automated%20move%20or%20copy%20rows%20action,-In%20your%20source&text=Create%20a%20new%20workflow%2C%20and,sheet%2C%20and%20then%20select%20OK.

Kathy McFarland

@DavidTutwiler not exactly. When a new record comes into the main sheet, I want to clone a template set of 6 different sheets (these are task lists by an area). I would enter the name of the account from the initial submission to each sheet and then send a notification to each person from the dept who owns the tasks for that dept.

Below is a process flow I would like to happen - I only show a trigger to clone the sheets. I might need another to retrieve the client name from the entry. This should give a better idea of what I am asking to see if possible.

David Tutwiler

Ah, I see what you are wanting to do with that. You are looking to automatically trigger the creation of a set of documents based on a template set and triggered by a form submission.

I believe that is only possible by using Control Center. Control Center allows you to set template sheets/reports/dashboards and then automate how they are created and the notifications that go out once everything is created.

Here is a better link that describes how Control Center works:

https://www.smartsheet.com/marketplace/premium-apps/control-center