Collect Information With a Form

Create and share forms to gather and organize information in a sheet. For example, you can use a form to collect survey responses, intake project requests, or gather product orders. After you create and share a form, each form submission will be added to the top or bottom of your sheet as a new row.

Anyone who can access the form can use it to submit information to the sheet.

Open forms in the mobile app for the best experience in submitting from a mobile device. Details on this are available in the following help articles:

NOTE: Form submissions will always create new rows. If you want to give someone the ability to edit an existing row, you'll want to send them an Update Request. (See the article about Update Requests for more information.)

In this article:

Who can use this capability

 

Permission requirements icon Owners and sheet Admins who are also licensed users can create forms. Anyone can submit a form entry.

Plan availability icon All plan types

NOTE: During a 30-day free trial, you can create, preview, and test a form, but you can't generate a public URL or embed code for it. These options are only available to licensed users.


Create a New Form

  1. Open the sheet that you want to attach the form to.
  2. Select Forms > Create Form on the menu bar at the top of the Smartsheet window.

    If you don't see Forms, select the down arrow icon in the upper-right of the Smartsheet window.

    Expand Task Bar
    In the form editor, you'll see the title of the form at the top and the names of all the form fields underneath. By default, the title of the form corresponds to the sheet name and the fields on the form correspond to the names of their associated sheet columns.

    NOTE: Initially, fields will be listed in the respective column order of the sheet, and locked columns will not be included as fields on your form. The locked fields can be added in the Add Field section of the form editor.

    Each field will function similarly to its respective column type. See Use the Best Column Type for Your Data for more information about each column type.

    create-form
     
  3. Select an element from the left to display and edit its properties on the right.
  4. When you’ve finished setting up your form, select Save and Preview to save your changes.
  5. After you've previewed the form, you can close the browser window that it opens in.
  6. Select the x in the upper-right corner of the form editor to close it and return to the Forms window.

The name of the form you’ve created and its URL will appear in the Forms window. Once the form has been published, people will be able to make submissions to your sheet. Each submission will appear as a new row.  

NOTE: The URL is available only on forms owned by licensed users.


Distribute the Form

Once you've created a form, you'll want to make it accessible to others. 

Link or Email

To get a shareable URL link that others can use to access the form:

  1. Select Forms > Manage Forms on the menu bar to display the Forms window.
  2. From the Forms window, do one of the following:
    • Under URL, copy and paste the URL to use it in other programs or email messages.
      -or-
    • Select the envelope icon to the right of the URL to send the link in an email message.

There isn't a way to customize or shorten the form URL using Smartsheet.

Embed Code

To create embed code and use that code to embed the form on a web page using HTML:

  1. Select Forms > Manage Forms on the menu bar to display the Forms window.
  2. Select the arrow next to More and click Get Embed Code.

More Ways to Manage and Distribute a Form

Once you've got the form set up, you can further customize it. Use the options in listed in the following table to help.

Use this option To do this
Create New Form (button)Associate an additional form with the sheet.
You can create multiple forms per sheet to collect different information, or display a different format, to different people.See Have Multiple Forms Submit to a Single Sheet for more information
PreviewDisplay a preview of your form.

NOTE: Submissions made from preview mode will appear in your sheet as new rows.
EditOpen the form editor.
More > Get Embed CodeReveal the embed code so that you can copy and paste the form for use in a website.

Available to Licensed users only (Not sure if you have a license? See this article).
More > DuplicateCreate a copy of your form, but with a new URL.
More > PropertiesShow the form status, number of entries submitted, timestamp of first and last form submission, the email address of the form creator, and the date of creation.
More > DeactivateDisable the URL (accessing it will display an error message), but preserve it and the form so that you can use them in the future.
More > DeleteRemove the form and its associated URL from Smartsheet. The URL is not recoverable. Delete forms with caution.

Edit or Remove Fields or Other Items in the Form

  1. Select Forms > Manage Forms on the menu bar to display the Forms window.
  2. Select Edit in the form that you want to modify to display the form editor.
  3. Select an element on the left panel to edit its properties in the right panel.

As you edit the properties of each element, you’ll see the left panel update to show the layout that will appear in the form.

To remove an element from the form, select or hover over the element on the left, and select Remove from Form (the x to the right). This will only remove the field from your form and will not delete the column from the sheet. To add an element back to the form, use the Add Field section.

At any time, you can select Save and Preview button at the bottom to see the form.

Here's a summary of the different properties you can set for form fields.

Use this propertyTo do this
LabelChoose to either use the column name or a custom label as the name of the form field.
Help TextAdd a description or instruction to appear underneath the form field.
Display TypeFor Checkbox, Dropdown List (Single Select), and Symbols column types only.

Use this to specify how these are displayed in the form.

NOTE: To edit the field type and associated values, close the form editor and edit the column properties in the sheet. These properties can't be configured from the form editor.
Text Box HeightSet the field to display as single or multiple blank lines.
Required FieldRequired fields must be filled out in order to submit the form; leaving them blank will display an error message to the submitter.
Hidden FieldHidden fields are not visible in the form, but are visible in the sheet.

If you aren’t specifying a default value, you can remove the hidden field from the form instead.
Default ValueUse this to specify a default value for the field.
TIP: Use a hidden field and default value together when you want all form submissions to include a certain value in a specific column. For example, if you have multiple IT request forms for various request types, you can set a default value in the “Request Type” field on each form to differentiate their associated submissions in the sheet.

System columns can’t be included as fields on a form. However, you can add system columns to the sheet to automatically track certain information, such as the date and time of the submission. See Use a System Column to Automatically Add Information to a Row for more information about this capability.


Add Additional Elements to a Form

  1. Select Add Field in the lower portion of the form.
    You can place the elements anywhere beneath the description at the top of the form. As you drag the element to the left side of the form, a dotted line will appear showing you where the element will be inserted.

    drag and drop form fields
     
  2. Choose from among the different options to customize the form as desired:
     
    • Add a File Upload field to enable the form submitter to upload attachments to the form (up to 30 MB per file, 10 files per form submission).
    • Drag an item from the Add Section Divider section to create structure and better organize your form with headings and horizontal dividers.

Back to top


Control Form Display and Submission Options

To manage the form display and submission options, open the form in the form editor and select Form Options at the bottom of the editor.

form-options

You can choose from the following options.

Use this option To do this
Confirmation OptionsControl what the form submitter sees after submitting the form. You can either display a confirmation message, reload the form so it can be submitted again, or direct the submitter to another URL. (The URL will load in the same browser tab. If the form is embedded on a web page, the URL will load within the embed window.)
Enable Confirmation Email

Add a Send me a copy of my responses checkbox to the bottom of the form. If the form submitter checks the box, they’ll be able to enter their email address and receive an automated confirmation email that their form submission was accepted. The email will display the data they submitted.

NOTE: When a form submitter chooses to receive a copy of their submission, they may be challenged by invisible reCAPTCHA software that helps prevent auto-generated submissions.

TIP: Though there isn't a way to have the form confirmation email sent to the sheet owner or collaborators, you can receive email alerts when new entries come in.(For more information, see Automate Your Work with Alerts and Actions.)

Location of New EntriesSpecify whether rows inserted via form appear at the top of the sheet or the bottom of the sheet. (There's not a way to have the rows inserted under a specified parent row or elsewhere.)
Entries submitted to the bottom of the sheet should appear in the next available blank row. If submissions appear after several blank rows, then you’ll want to delete these blank rows. See Insert or Delete Rows or Tasks for more information on how to do this.
NOTE: New submissions cannot be inserted under a specified parent row or elsewhere.
StyleThere are three style options:
  • Classic: Display logo, title, and description at the top of your form. You can also select a background color.
  • Modern: Display logo, title, and description on the left side of the form. You can also select a background color.
  • Plain: Only displays the title, description, and other form fields and text. (Logo is not displayed and background color defaults to white.)
Accessible byControl whether your form can be viewed and submitted by anyone with the link or only registered Smartsheet users. With the latter option, anyone who navigates to the form URL will be prompted to log in to Smartsheet (if they aren't already logged in) before they can view and submit the form.
TIP: If Enable confirmation email is selected, form submitters will see their email addresses automatically populated when they check the box to send me a copy of my responses.
Enable challenge/response for additional security

Use invisible reCAPTCHA software (appearing as a small footer at the bottom of your form) to help prevent auto-generated submissions. A small percentage of form submitters may be prompted to prove they are not a robot by responding to an image based tile puzzle.

NOTE: Invisible reCAPTCHA is blocked in China, so form submitters in China may experience issues if this option is enabled or if they’ve chosen to receive a copy of their submission

Advanced Form OptionsBusiness, Enterprise, and Premier plans only. Uncheck to remove the Powered by Smartsheet messages from the form and confirmation page. 

If there's a Created by System column in the sheet, and only registered Smartsheet users can submit the form, the column reflects the email addresses of the users who submit the form. When the form is accessible by anyone with the link, the Created by column shows [email protected] (For information about System columns, see Use a System Column to Automatically Add Information to a Row.)

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