FAQ: Smartsheet Forms
Use Smartsheet forms to improve the way you collect and act on data. Forms standardize the way you collect data, then add that information directly to your sheet where you can leverage other Smartsheet tools. You can share a form with anyone without giving them access to the underlying sheet.
Who can create forms?
Licensed sheet Owners or Admins can create forms.
You can create forms with a Smartsheet Trial but they cannot be shared.
Business and Enterprise plans have additional branding and security options.
Who can fill out forms?
Depending on the security settings of the form, anyone can fill out a form - your form submitters don’t need a Smartsheet license or login.
Some form features, like offline submission, barcode scanning, and geolocation, are only available via the Smartsheet mobile app. Users do not need a license, but they will need to create a Smartsheet login in order to use the app.
Who can change a form I've created?
All collaborators shared to the sheet where the form was built can access the forms tab on the sheet, however only licensed Admins or Owners can make changes to your forms.
Everyone shared to the sheet can get the form link and then provide that link to others.
How can I make it easy for someone to fill out my form?
Order your fields in a way that makes sense and remove the fields that don’t need data.
Add form-specific field labels or instructions so people know exactly what information to provide.
Include validation to help the person provide correct data.
Consider using default values or query parameters to pre-fill certain fields.
Use conditional logic to control when to show a field.
If you want to show specific dropdown values based on the value of another field, create a different column for each set of dropdown values.
How do I make sure the data I'm collecting is what I need?
- Mark a field as required if you don’t want someone to be able to submit the form without providing a value.
Ensure consistent data collection by restricting field inputs (dropdowns/dates/checkboxes) or adding data validation.
You can have more than one form on a sheet. This is useful if you want a different message for each audience, but want to gather the data into one place.
Use conditional logic and/or query parameters to re-use the same form in different scenarios.
To collect data without the form user seeing or changing it, add a default value or pre-fill it with a query parameter and hide the field.
Can I use my own branding on a form?
If you’re on a Business plan or above, you can use your logo, your colors, and your imagery to customize a form. See Customize the appearance of a form.
How can I automatically record when a form submission came in?
Add a system Created date column to your sheet to automatically capture when the form was filled out and a new row was created.
How do I find out who submitted a form?
Form submissions are anonymous by default. To capture who is filling out your form, create a contact column (without any pre-filled values), make it required, and add email data validation.
Alternatively, consider adding a system Created by column to your sheet and changing form security to require Smartsheet login to automatically capture who fills out the form. Note that you can’t retroactively capture who filled out the form prior to changing this security setting.
As a reminder, users logging in to Smartsheet in order to fill out your form do not need to be a part of your organization's Smartsheet plan or have a license.
Even if you require a login to fill out the form, collaborators do not have access to the data submitted in your underlying sheet unless they are also shared to that sheet.
How can I set up automatic emails once a form has been filled out?
Automated workflows can send emails to contacts in your sheet at key points in time, such as when a form submission creates a row in your sheet or when additional information is needed based on what was submitted.
To use a notification or request workflow together with a form, the email address of the person who filled out the form will need to be gathered as a contact value during the submission.
There are two ways to gather this data:
- Set up a Contact column and have the user provide their email address with email validation.
- Add a Created By system column to your sheet and change the form security to require the user to sign in.
If the form submitter is not shared to your sheet, the automation permissions need to be set to unrestricted.
To include a unique ID in your emails, add an Auto Number column to your sheet and include that in your automated emails.
You’re not just limited to emails!
Newly created rows from forms can trigger automated workflows to immediately assign task owners, move or copy rows to other sheets, kick off an approval cycle, automatically generate a document, and more. See: Action blocks: Specify what kind of automation is triggered.
How can I automatically surface relevant information based on submitted content?
Formulas in the underlying sheet can populate additional data in the same row as a form submission. Note that the form needs to be submitted first, then the formula can calculate in the sheet's row.
For example, your form nominates employees for an award. One of your fields is a contact to nominate. Users submitting the form may not know the nominee's manager, but you will need that information when it comes time to picking a winner.
In this instance, you could have another reference sheet with all employees listed in one column and their managers listed in a second column. Then you could use an INDEX(MATCH combination as a column formula to automatically return the manager in your sheet.
How can I easily organize form responses?
Choose whether new form submissions are added to the top or bottom of your sheet from the Settings tab. See: Manage form display and submission options.
Create a row report using the form submission sheet as the source. You can work directly from the report and use the sheet as a data repository.
In the report, you can either group related form submissions together or use the sort feature, ensuring new rows automatically appear in the correct grouping or sort order.
How can I control what data my form submitters can access?
No access to any data
Adjust your form settings: by default the form allows submitters to cc themselves in a response. Users can check this box and add their email to get a copy of what they submitted, along with the questions in the form. As the form creator you can turn off this feature. See: manage form display and submission options.
View-only access to specific data
Publish a row report: create a row report and limit what columns and rows your users can view.
Editor access to specific data
Update requests: you can set up an update request workflow to request changes to a row after the initial form submission. This is a good way to collaborate with people who should not be shared to the sheet.
Dynamic View: If you have a security concern for them to see other rows or columns, set up Dynamic View.
Row report in a Workapp: You can include reports in a Workapp without collaborators needing access to the underlying sheet.
Access to all data
Share the sheet where form submissions are being collected, or or publish the sheet for users who do not have a Smartsheet account.