Spreadsheet and Intake Form

Missy Thompson

I have an invoice log set up for 2023 where all staff can enter their invoices to be paid so our AP person can pay them. I now need to know how to connect an intake form (I think) so that once someone enters their invoice it will automatically populate in the spreadsheet and then also automate so that our AP person gets notified when a new invoice has been entered. I'm a VERY new user!

Ryan Sides

Hi @Missy Thompson Great question! And a great place to get started as a new user.

I recorded this video which explains everything in detail for you. (Creating the Sheet, Adding the Form and creating the Automation to alert AP when a new form submission comes in.) https://youtu.be/S4XoVEpdk88

You may also want to check out the Smartsheet basics learning track here. It's a great place to start.

Ray Lindstrom

Hi @Missy Thompson,

An intake form would be perfect for what your explaining.

From your grid, click on the Forms menu (next to the File menu in the upper-right corner).

Click "Create Form", or alternately you can click "Manage Forms" and from there you can click "Create form".

You'll need to select which columns you want on the form (by deciding which you want the users to submit). By default all are included. Add and remove fields by dragging them to/from the form and the "Fields" section to the left of the form. Here's a great short video on Forms: https://help.smartsheet.com/sites/default/files/2021-11/LearningCenter_LodestarForms_V2.mp4

Next you'll want to setup an Alert.

From your grid, click on the Automation menu (next to the File menu in the upper-right corner).

Click "Create workflow from scratch", or alternately you can click "Manage Workflows" and fromn there you can click "Create from scratch"

Trigger should be set to "When rows are added"

Action should be set to "Alert someone".

Click "Customize message": From there you can enter the email address(es) to send to, and also customize your message to the AP team by clicking "Customize message". In the "Message includes" section you can select which column values (fields) should be included in the email, or choose not to include any at all ("Message only").

This is an automation. Here's a great short video on Alerts: https://help.smartsheet.com/sites/default/files/2020-09/31281_Learning_Alerts-and-Reminders.mp4

Hope this helps get you going in the right direction!

BRgds,

-Ray

Ryan Sides

Hi @Missy Thompson Great question! And a great place to get started as a new user.

I recorded this video which explains everything in detail for you. (Creating the Sheet, Adding the Form and creating the Automation to alert AP when a new form submission comes in.) https://youtu.be/S4XoVEpdk88

You may also want to check out the Smartsheet basics learning track here. It's a great place to start.

Ray Lindstrom

Hi @Missy Thompson,

An intake form would be perfect for what your explaining.

From your grid, click on the Forms menu (next to the File menu in the upper-right corner).

Click "Create Form", or alternately you can click "Manage Forms" and from there you can click "Create form".

You'll need to select which columns you want on the form (by deciding which you want the users to submit). By default all are included. Add and remove fields by dragging them to/from the form and the "Fields" section to the left of the form. Here's a great short video on Forms: https://help.smartsheet.com/sites/default/files/2021-11/LearningCenter_LodestarForms_V2.mp4

Next you'll want to setup an Alert.

From your grid, click on the Automation menu (next to the File menu in the upper-right corner).

Click "Create workflow from scratch", or alternately you can click "Manage Workflows" and fromn there you can click "Create from scratch"

Trigger should be set to "When rows are added"

Action should be set to "Alert someone".

Click "Customize message": From there you can enter the email address(es) to send to, and also customize your message to the AP team by clicking "Customize message". In the "Message includes" section you can select which column values (fields) should be included in the email, or choose not to include any at all ("Message only").

This is an automation. Here's a great short video on Alerts: https://help.smartsheet.com/sites/default/files/2020-09/31281_Learning_Alerts-and-Reminders.mp4

Hope this helps get you going in the right direction!

BRgds,

-Ray