Smartsheet Gov - Dropdown information dictated by Previous Dropdown Information Selected

Katie B

I am just wondering if it is possible to set up a sheet where there are three columns that display information that is dependent on the information selected in another column. In other words, the user will select information from the first column, and it will filter the information shown in the second column. The information selected in the second column filters the information displayed in the third column. The information in the third column is the most important information. Would like to create an Update Form so that the user picks an item in the first column and then it is narrowed down in the second column and the user selects another item and the final information is displayed in the third column. We are doing a skills inventory of our courses that we will load into Workday. Not that it matters where we will load it. If anyone has any suggestions how to set this up in Smartsheet Gov or in general, I would GREATLY appreciate it.

Thanks!

Andrée Starå

Hi @Katie B

I hope you're well and safe!

Unfortunately, it's not possible now, but it's an excellent idea!

Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

Here's a possible workaround or workarounds

• Using a form instead with the Form Logic feature
• Use multiple helper columns combined with a formula showing instructions and conditional formatting about which column is next

Would any of those options work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Katie B

Thanks for the info. Unfortunately that doesn't work unless I did it wrong. I did submit it as a new idea.

Andrée Starå

@Katie B

Excellent!

Happy to help!

What didn't work more specifically?

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Katie B

I am not sure how to have the results of one column dictate what is shown in another column and so on. I could select something from the first column but doing that did not filter the information shown in the second column. I guess I didn't understand how you said to do this in automation nor a form.

Andrée Starå

@Katie B

How many option groups can there be?

Katie B

Three option fields.

Andrée Starå

@Katie B

If you can use a Form, that would be the most straightforward method using the Conditional Logic feature.

More info.

https://help.smartsheet.com/articles/2481701-use-conditional-logic-to-streamline-form-submissions

Make sense?

Would that work?

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Katie B

Unfortunately, I am Smartsheet Gov and am not seeing the tab that is referenced in the information you provided. This is what I see -

This is why I was confused.

Andrée Starå

@Katie B

Aha! Yes, Gov doesn't have that feature at the moment.

The other way would be to add multiple columns instead, one for each possible group, and then use a formula to identify and guide the user on which column they should go to next.

Make sense?

Katie B

Thanks for all of your help. I think I am just going to provide a spreadsheet outside of Smartsheet that contains this information and just have the people enter the appropriate information into the fields. That is not what I wanted to do, but the version of Smartsheet that we are using is definitely limiting what we can do. So disappointed...

Katie B

Do you know if there is a character limit for the drop down?

Andrée Starå

@Katie B

For one option or all options?

Katie B

For each column? I am thinking that 7000 items in a dropdown is not possible. 🤣

Andrée Starå

@Katie B

Oh wow! I think the limit is 20 000 items, so you should be ok with that amount.

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