Applies to
- 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.
To start editing form fields, go to the form builder.
- Select Form > Manage Forms.
- Open the form you need to customize.
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 . |
| Add a form field | Select the plus icon. |
| Move the form field | To 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 pane | In the left Fields pane, select Remove All. |
| Add all fields in the Fields pane | In 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 from 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/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. 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 the links don't work as expected, 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:
|
| 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 | |
| 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 to edit form field settings
Display As section
The field display options depend on the column type of your field.
| Column type | Available form field display options |
|---|---|
| Text/Number |
|
| Checkbox |
|
| Dropdown (Single-Select) |
|
| Dropdown (Multi-Select) |
|
| Symbols |
|
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.