Skip to content
  • Try Smartsheet

    • Smartsheet Basics

    Smartsheet Basics

    Ask questions about the core Smartsheet application: Sheets, Forms, Reports, Dashboards, and more.

    Form builder - pull sheet data

    ✭
    in Smartsheet Basics

    I have a sheet for equipment maintenance logging. I don't want users to have the ability to modify this sheet and they don't need to see the entire log. I created a form so they could easily enter daily maintenance checks into a log from their phone. I'd like to be able to filter and display some of the data from the sheet on the form. So while maintaining one master sheet for all logging I could create individual forms for each piece of machinery. The operator can view the entry form in the morning and can see a short history that the checks have been done each day this week. If not the form gives them no information of history, only input. Is this possible?? Any ideas would be appreciated. Thanks.

    · Share on FacebookShare on Twitter

    Best Answer

    • ✭✭✭✭✭
      Answer ✓

      HI @Bob M. 2024

      Got a few for you…

      Forms cannot reveal contents from the source sheet, they only allow input to a new row. Alternatives…

      1. Build a Row report on the source sheet and display via a dashboard machines that require maintenance. Cons. If several machines need maintenance, technicians in the field, unless communicating with each other could all select Machine 1 for example. Forms cannot feedback information, you may end up with several rows in the sheet all with data for machine 1…
      2. Establish some automation that looks for checks to be done then set up an "Alert Someone" automation with the form link. & placeholders {{Machine X}} that needs checks. Automations can be set up to alert a specific person OR a contact in a Contact List column. Using contact list option would mean machines are assigned to specific technicians. You could allow techs to reallocate the alert by making the Automation a Request an Update type. Once at the form techs select the machine # asked for, and through Conditional logic in the form, the only cells that need data are revealed...
      3. last option I have for you (open to community) premium add on Dynamic View.

      Report building.

      Site faviconBuild a row report | Smartsheet Learning Center

      Automation and form link.

      Automations in general.

      Site faviconAutomation | Smartsheet Learning Center

      Dashboards.

      Site faviconDashboards | Smartsheet Learning Center

      Hope this helps Bob.

      Cheers.

      · Share on FacebookShare on Twitter

    Answers

    • ✭✭✭✭✭
      Answer ✓

      HI @Bob M. 2024

      Got a few for you…

      Forms cannot reveal contents from the source sheet, they only allow input to a new row. Alternatives…

      1. Build a Row report on the source sheet and display via a dashboard machines that require maintenance. Cons. If several machines need maintenance, technicians in the field, unless communicating with each other could all select Machine 1 for example. Forms cannot feedback information, you may end up with several rows in the sheet all with data for machine 1…
      2. Establish some automation that looks for checks to be done then set up an "Alert Someone" automation with the form link. & placeholders {{Machine X}} that needs checks. Automations can be set up to alert a specific person OR a contact in a Contact List column. Using contact list option would mean machines are assigned to specific technicians. You could allow techs to reallocate the alert by making the Automation a Request an Update type. Once at the form techs select the machine # asked for, and through Conditional logic in the form, the only cells that need data are revealed...
      3. last option I have for you (open to community) premium add on Dynamic View.

      Report building.

      Site faviconBuild a row report | Smartsheet Learning Center

      Automation and form link.

      Automations in general.

      Site faviconAutomation | Smartsheet Learning Center

      Dashboards.

      Site faviconDashboards | Smartsheet Learning Center

      Hope this helps Bob.

      Cheers.

      · Share on FacebookShare on Twitter

    Sign in
    Try Smartsheet

    Quick Links

    Categories

    Trending in Smartsheet Basics

    Help shape the future of Smartsheet.
    Share your ideas and feature requests.

     Watch video