Hi everyone,
I’m working on a project where we’re looking to improve an existing process workflow in Smartsheet, and I’d appreciate some guidance on the best way to structure this.
What we’re trying to accomplish
For each request/item, we have approximately 10 different users who need to independently review the request and provide a decision. Each user needs to select either:
We need to maintain a record of each individual user’s decision, including who responded and what decision they provided. We also need to be able to use this information for reporting and potentially reference it in other parts of the workflow.
The challenge
Our initial thought was to create separate columns for each user—for example, an Approve and Reject column for each person. However, with 10 users, this would require approximately 20 columns just to capture their decisions.
We feel there must be a more efficient and scalable way to accomplish this without creating a large number of columns.
What we’re looking for
Ideally, we would like a solution where:
- Multiple users can independently review the same request.
- Each user can select Approve or Reject through Dynamic View.
- We can identify which user submitted each decision.
- We can see all individual responses in one place.
- The information can be used for reporting and workflow automation.
- The solution can scale if the number of reviewers increases or changes.
- We can avoid creating separate Approve/Reject columns for every reviewer.
- Reviewers do not need direct access to the underlying sheet.
What would be the cleanest and most scalable way to accomplish this in Smartsheet, given that the reviewers will only have dynamic view access?
What approach would you recommend as the cleanest and most scalable solution?
Any examples, best practices, or recommendations would be greatly appreciated. Thank you!
