Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

Capabilities

Who can use this capability

Sheet Owner and Admins can create and edit forms. 

Anyone with access to the form can submit an entry on the form.

A license is required to create and edit forms.

If you are using a Trial version of Smartsheet, you can create forms, but those forms cannot be shared. 

Edit or remove fields in a form

Add, arrange, or remove form fields even after you have created your form.

PLANS

  • Smartsheet
  • Pro
  • Business
  • Enterprise

Permissions

Sheet Owner and Admins can create and edit forms. 

Anyone with access to the form can submit an entry on the form.

A license is required to create and edit forms.

If you are using a Trial version of Smartsheet, you can create forms, but those forms cannot be shared. 

To start editing form fields, go to the form builder. 

  1. Select Form > Manage Forms.
  2. Open the form you need to customize.

 

Add, arrange, and remove form fields

You can do the following actions in the form builder. 

ActionStep
Remove a form fieldHover the pointer over the field, and select Remove .
Add a form fieldSelect the plus icon.
Move the form fieldTo move a form field up or down, select the up or down arrow, respectively. You can also select and drag the form field to where you want to place it. 
Remove all fields in the Fields paneIn the left Fields pane, select Remove All.
Add all fields in the Fields paneIn the left Fields pane, select Add All.

 

When you remove a field from your form, you don't delete the corresponding column from the sheet.

 

See Add Additional Elements to the Form for more information.

Edit your field settings

To edit a field, select it in the form builder to access the Field Settings pane. 

You can select of these two tabs:

  • Field: Modify a field’s label and other properties
  • Logic: Define what happens based on the values the user selected in the form field

To edit the form field settings

Select a field, and edit its properties in the Field Settings pane.

Use this section/propertyTo do this
Column Properties boxView and edit the column name, column type, and column properties, such as the values in the contact list or dropdown.
LabelChoose to either use the column name or a custom label as the name of the form field.
Help Text

Add a description, instruction, or help text to appear underneath the form field.

You can also include a hyperlink (opens in a new tab) or link an email address to open in the respondent’s email client of choice.

 

If your hyperlink doesn’t open in a new tab or the linked email doesn’t redirect a respondent to their email client of choice, you should edit the form, remove the hyperlink, save the form, re-add the hyperlink, and save again.

Display As

Use this to specify how the following columns are displayed in the form:

  • Text/Number
  • Checkbox
  • Dropdown (Single-Select)
  • Dropdown (Multi-Select)
  • Symbols
Required FieldMake a form field mandatory.
Hidden FieldUse this if you don't want to display the field in the form.
Default Value

Specify a default value for the field. When the respondent opens the form, the default value shows up automatically, but the responder can change it if preferred.

ValidationAdd simple character and pattern-based validation to Text/Number and Contact List fields in your form to help you collect consistent, error-free data.

Tips to edit form field settings

Display As section 

The field display options depend on the column type of your field.

Column typeAvailable form field display options
Text/Number
  • Single-line text box

  • Multi-line text box

Checkbox 
  • Label above

  • Label to the right

Dropdown (Single-Select)
  • Dropdown (Single-Select)

  • Vertical Radio Buttons

  • Horizontal Radio Buttons

Dropdown (Multi-Select)
  • Dropdown (Multi-Select)

  • Vertical Checkboxes

  • Horizontal Checkboxes

Symbols
  • Dropdown (Single-Select)

  • Vertical Radio Buttons

  • Horizontal Radio Buttons

Conditional logic 

You can make required fields appear in the form only in certain conditions. 

For example: You want the Deadline field to appear when the user chooses Urgent in the Priority field. If the user chooses Low in the Priority field, the Deadline field doesn’t appear even if it’s a required field. It only appears when the user selects Urgent in the Priority field.

Hidden and Default value features

You can include a certain value in a specific column without the form submitter completing that question. 

To do this, use the Hidden and Default Value features together. For example, you want Open to be the default value in the Status field, and you don't want the user to see that field. Set the Status field as a hidden field. Then in the Default Value box, select or type Open

If you don't specify a default value, you can remove the hidden field from the form instead.

System columns in forms 

You can't add System columns in forms. However, you can add System columns to the sheet to automatically track certain information, such as the date and time of the submission.

Was this article helpful?
YesNo