Sign-in Sheet using Smartsheet & Forms

smasica · 08/08/19

I have built a sign-in sheet using forms (yay) but am now wondering if there's a way to do the following:

We occasionally collect some attendee data that I'd love to have pre-populated so that people can sign in and add in the rest of their information and also sign there. Is there a good way to do this in Smartsheet?

Thanks!

Andrée Starå · 08/08/19

Hi,

Yes, probably! It's possible to pre-populate the forms.

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

smasica · 08/08/19

Yes, totally! Right now we're using the form as sort of an onsite registration + sign-in sheet (screen shot attached). Even when we collect RSVPs for programs, we don't collect all of the required information, so ideally we'd still want to collect the remaining needed information.

Basically what happens right now is that when people show up to our program, they fill out the form, click submit, and enter the room. We are prepared to have a 'registration table' so that we can call up specific people's information if needed if we can pre-fill the form with their specific info per their RSVP. For example, if they RSVP with First name, Last name, and NPI number, we still need to collect their business name and address, their credentials, etc. plus their signature. It also doesn't necessarily need to be a form solution if there are suggestions on other ways to call up this specific data for individuals who RSVP.

Thanks!

Andrée Starå · 08/09/19

Thanks!

There are a few different ways to set this up. Here are some examples.

Creating a clickable link/URL from the data already submitted that opens a form with that information pre-filled and then the attendee add the additional information but it will be presented as a new row in the sheet.
Using an update request where they can add the additional information and that would keep the information on the same row.
Using Edit Row in the sheet where the attendee can add additional information and also keeping it on the same row.
Using a third-party service/integration like DocuSign, but then the additional information wouldn't be collected in Smartsheet in the cells because it's data sync is only one way. The signed copy would be attached to the attendee's row instead.

Hope that helps!

Would any of those methods work? Which one do you prefer?

Let me know if you have questions!

Have a fantastic weekend!

Best,

Andrée

Paul Newcome · 08/12/19

My own thoughts on Andree's suggestions have me leaning towards option #2.

#1 would require a form to be created for each individual after the initial RSVP to allow for the pre-populated info. It also has the further limitation of populating a new row instead of the same row which would require further data manipulation to keep each individual's info in one place.

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#3 would give them access to the sheet itself which means they could not only update their info, but also delete info or change info of other people accidentally.

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#4... I am not very familiar with the DocuSign integration, but from Andree's explanation, it seems like the updated info would not be populated into any row which would require manually opening the document and entering it for each person.

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#2 is (in my opinion) the best option. You could require that an email address be included in the RSVP along with first and last name. The RSVP would add them to the initial list. You could then use a very basic check in form where they enter their name and email and submit just stating that they are checking in.

From there you could have some basic formulas check for what data is missing (if any) and send an update request via email if there is in fact data missing.

Andrée Starå · 09/01/19

Did you get it working or do you still need help?

Have a fantastic week!

Best,

Andrée

Sign-in Sheet using Smartsheet & Forms

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