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I want to capture items in a risk register during project meetings without needing to leave the project plan

JGS · 2026-09-17T18:54:05+00:00

* I would like the capability to build a fill form for a sheet, in this case a risk register. * Then I want to assign that form to pop up when a flag is checked in another sheet, in my case the project plan. * It would need to be quick, as I'm hoping to capture risk information as the project meeting is progressing. I'm…

JGS

I would like the capability to build a fill form for a sheet, in this case a risk register.
Then I want to assign that form to pop up when a flag is checked in another sheet, in my case the project plan.
It would need to be quick, as I'm hoping to capture risk information as the project meeting is progressing.

I'm often in project meetings running down the list of milestones and tasks. We keep risk registers in each project file. And we're typically capturing those items for the risk register during our project meeting discussions. I don't want to leave the project plan to dig up a risk register in the middle of the project meeting. I'd like to click the flag, and have a simple fill form that will save to the risk register. It would be even better if it could capture some of the info from the task / milestone being flagged.

In the PMO template, we use the flag to denote an issue with task/milestone. The comments is not a great place to capture risk details. And I don't want to dedicate additional fields in my project plan on the off chance a risk is recorded. Standard PMP process is to keep a separate risk register.

It would be great to click the flag, have a popup (fill form) appear where I can capture the info from the conversation, save it, and move on with the conversation, all within the project plan (sheet).

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functionality

Idea Submitted

Project Management

Enhancement Request

Comments

Paul Newcome

I have an idea that should work for you as long as you are open to clicking on a link instead of a flag.

Create the risk register. Create the form on the risk register. Then go to the project plan and use a formula to pre-populate the form with some of the row information (see link below for how to do this).

Setting this as a column formula will give you a hyperlink that when clicked on will open a form that should be pre-populated with some of the row data and have the other fields open to edit.

If you need more clarification or help with any of the steps, please don't hesitate to let me know.

https://community.smartsheet.com/discussion/142948/pre-filled-forms-using-url-queries-tips-and-tricks

Addition: To show that there is an issue or are issues with a specific task row, we can have an auto-number column in the risk register so that every submission has its own unique id then in a second column in the project plan use a formula that references the risk register to output a string of any risk ids associated with that row.

Andrée Starå

https://community.smartsheet.com/discussion/148233/i-want-to-capture-items-in-a-risk-register-during-project-meetings-without-needing-to-leave-the-project-plan

Hi,

I hope you're well and safe!

You could have a replica of the plan on another sheet, where you can add the additional fields and copy the rows to a separate log if needed.

Does that make sense?

Would that work/help?

I hope that helps!

Have a fantastic day!

Andrée Starå | Smartsheet Expert Consultant and Partner / CEO @ WORK BOLD

✅ Did my comment/answer help? Please support with 💡 ⬆️ ❤️ ✅ so others find it. Thank you! 🙏

Paul Newcome

Some screenshots for the above idea.

Project Plan:

Click on link and form opens in new tab with various fields pre-populated:

Submit form lets you know you can close the window to go back to the Project Plan:

Risk added to Risk Register "behind the scenes":

Closing form tab and going back to Project Plan (may be a delay or need to refresh the sheet) shows new risk associated with the task:

Paul Newcome

And to take this further: If you have access to the API, the premium add-on Bridge, or other similar third party apps, you can replace the Risk IDs in the [Associated Risks] columns with hyperlinks to the submissions or a link to the submission sheet that is filtered to that task.

JGS

Great call out Paul. Thanks for the advice. You hit the idea right on the head. But I'm hesitant to dedicate a column to the cause, only because one out of every 30-60 items might incur an issue and I hate things that take up unnecessary screen space. It would be perfect if your solution could be a bit of programming in the background that happens when I choose to click a flag.

Paul Newcome

You can shrink the link column down to be even more narrow than the standard width of the flag column and skip the column that shows the associated risks by leaving a link to the risk register in a sheet summary field.

Another option would be to skip the pre-filled portion and drop a link to the form in a sheet summary field. If you use the Table View feature to populate the form's task dropdown from the project plan, that part should stay pretty well synced.

That removes it from the main body of the sheet but still gives you the quick form access by opening the sheet summary section as needed.