Edit or remove fields in a form

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

Capabilities

Who can use this capability

The Sheet Owner and Sheet 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. Not sure of your plan type or whether you have a license? See Identify Your Smartsheet Plan and User Type.

You can add, arrange, and remove form fields even after you’ve created your form. To start editing form fields, go to the form builder. 

To go to the form builder

  1. Select Form > Manage Forms.
  2. Open the form you need to customize.
  3. Once you’re in the form builder, go to the Form tab.

To remove a single element from the form, hover over it and select the trashcan icon in the top-right of that field, or drag and drop it from your form to the left panel. To remove all fields from your form, use the Remove All or Add All buttons in the left panel. These actions will only remove the field from your form and will not delete the corresponding column from the sheet. See Add Additional Elements to the Form for more information.

 

To add, arrange, and remove form fields

You can do the following actions in the form builder. 

Action

Step

Remove a form field

Hover the pointer over the field, and select Remove a Form Field icon.

Add a form field

Select Add a Form Field icon .

Move the form field

To move a form field up or down, select Move Up icon or Move Down icon, respectively. You can also select and drag the form field to where you want it to place it. 

Remove all fields in the Fields pane

In the left Fields pane, select Remove All.

Add all fields in the Fields pane

In the left Fields pane, select Add All.

Edit the form field settings

When you select a field in the form builder, you can edit its settings in the Field Settings pane. In the Field Settings pane, you’ll see these 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/property To do this
Column Properties box View and edit the column name, column type, and column properties such as the values in the contact list or dropdown.
Label Choose 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.
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 Field Make a form field mandatory.
Hidden Field Use this if you don’t want to display the field in the form.
Default Value Specify a default value for the field. When the form is opened, this default value will automatically be selected and can be changed by the submitter.
Validation Add 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 and other notes about editing form field settings

In the Display As section 

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

Column type Available 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

With conditional logic 

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

For example: You created a conditional logic that makes the Deadline field appear when the user chooses Urgent in the Priority field. If the user chooses Low in the Priority field, the Deadline field wouldn’t appear even if it’s a required field. It will only appear when the user selects Urgent in the Priority field.

Using the 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/type Open

If you aren’t specifying 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.