Contact List [Assign To] and auto-populating this field

Gregory Scharfstein · 07/19/17

In a Project Template Smartsheet, I would like to auto-assign a value to the " Assigned To" column when form data is uploaded. The "Assign To" column is a Contact List type.

I would like the "Assigned To" column to auto-select a value in the Contact List based on the form OR another column in my Project Smartsheet.

Is this possible?

Shaine Greenwood · 07/20/17

Gregory,

Check out query strings for Form URLs. You can build a URL that auto-populates a specific email address in the contact field.

More on this in the help article: https://help.smartsheet.com/articles/522221-using-web-forms#query

Mike Wilday · 07/20/17

Shaine, that is a great tip. Thanks for sharing.

Gregory: If you're trying to use a formula to populate an email address then you are out of luck. I would suggest submitting this as a product enhancement. The contact column type does not accept formulas, but in certain cases I really think that auto-assigning an email address based on status, or a phase, could make perfect sense. I could see the email address changing hands as it changes statuses.

Gregory Scharfstein · 07/20/17

Thanks Shaine and Mike.

Yes I am trying to auto-populate a cell in the Assigned To column that is of column type: Contact List.

So - the tip that Shaine mentioned is a nice feature, but does not solve my problem.

Mike Wilday · 07/20/17

Hi Greg, Smartsheets does not currently have that functionality. Contact columns do not allow formulas within them. They have to be set manually. Please submit an enhancement request as stated earlier.

Tim Meeks · 08/12/19

Has this feature been developed? I want to have a form autopopulate a contact list.

Mike Wilday · 08/12/19

You can do it with a form. But you cannot do it with a formula in the sheet itself.

Andrée Starå · 08/12/19

Hi Tim & Mike,

Excellent news! Formulas in contact columns are coming very soon.

Coming Soon: A New Way to Assign Work

Formulas like =VLOOKUP enable your sheets to automatically return key data based on its association with a unique identifier. Today, formula output cannot be in a contact column, but we plan on supporting this very soon.

What does this mean for you? Teams that field requests in IT, marketing, and other departments will be able to automatically assign incoming requests to the correct person. This will help eliminate the manual process of assigning new work, and get the right people working on the right things more quickly.

For example, if you are a West Coast regional manager for a consulting firm, you can create a sheet for tracking customers. Using a Smartsheet form, prospective customers can fill out their name and address to request a bid.

With the forthcoming capability, you’ll be able to quickly set up a formula in the contact column then, dependent on the submission, look up the state and which regional manager is responsible. The correct person is assigned to that customer, and a notification is generated to let them know they have a new opportunity to work — all without any manual input.

One of Smartsheet’s fundamental commitments to our customers is continuous improvement. Ensuring that you can move from idea to impact — fast — is critical. Be on the lookout for performance enhancements that will improve formula speed within your sheets. We’re happy to share these changes with you, and look forward to many more to come.

Hope that helps!

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Andrée Starå · 08/13/19

Hi everyone,

It's released now!

https://community.smartsheet.com/announcement/announcing-formula-support-contact-columns

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

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Contact List [Assign To] and auto-populating this field

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