Forms

Smartsheet forms help accelerate execution and foster innovation by making it fast and easy to collect and act on data from anyone.

Build your custom form in the user-friendly interface and add conditional logic to ensure the questions are relevant for each person who’ll fill it out. Then share the form so colleagues, contractors, clients, and others can easily submit information and files from their desktop and mobile devices, wherever they're located.

Collect consistent, error-free data from your internal or external stakeholders and save it directly into your sheet where you can take action. Forms are ideal for field ticket collection, request management, event registration, collecting customer feedback, and more.

 

Collect Information With a Form

Create and share forms to gather and organize information within Smartsheet. 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 (iOS or Android) for the best experience when submitting from a mobile device. 

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. For more information, see Save Time and Work Faster With Automated Workflows

Who can use this capability?

role types iconThe Sheet Owner and Sheet Admins can create and edit forms.  Anyone with access to the form can submit an entry on the form.

plan type iconAll plans. 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.


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.

    Menu Bar Arrow

    When a new form is created, all columns (except for system columns) from your sheet will automatically be added to your form. 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.

    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.

    Form Builder
  3. Select an element from the center form preview to edit its settings, displayed in the right panel. For more information about field settings, see Edit or Remove Fields in a Form.
  4. Use Settings at the top of the form builder to adjust any form-level settings. For more information, see Manage Form Display and Submission Options.
  5. When you’ve finished setting up your form, select Save at the top-right to save your changes.
  6. Select Open Form to preview the form to ensure it’s configured correctly. After you've previewed the form, you can close the browser tab that it opens in.
  7. Select Share Form to email this form directly from Smartsheet, copy the form link, or embed it in a dashboard or webpage. 
  8. Select the back arrow in the top-left corner of the form editor to close it and return to the sheet.

The name of the form you’ve created will appear in the Form Manager where you can distribute the form, view its properties, and more. Once you share the form, people will be able to make submissions to your sheet with the link. Each submission will appear as a new row. If you edit the form the link will remain the same and edits will be updated on your form when they are saved.

 

Edit or Remove Fields in a Form

Who can use this capability?

role types iconThe Sheet Owner and Sheet Admins can create and edit forms.  Anyone with access to the form can submit an entry on the form.

plan type iconAll plans. 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.

Reorder fields by clicking on the up or down arrows in the top-right of a field, or by dragging and dropping a field up or down. Reordering fields in your form does not change the order in the sheet. 

Field Selection
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.

Remove all add all

  1. Select Forms > Manage Forms on the menu bar to display the Form Manager.
  2. You can select any form to open it in the form editor. 
  3. Select an element on the center preview panel to edit its properties in the right panel.
  4. As you edit the properties of each element, the center preview will update to reflect your changes, representing what it will look like on your final form.

Field Settings

Change the title, display, and other settings on your fields to make your form easy to view and fill out. 

Field settings

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

Use this property

To do this

Column Properties tile

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 or instruction to appear underneath the form field. 

NOTE: You can include hyperlinks in help text. 

Display Type

For Textbox, Checkbox, Dropdown List, and Symbols column types only.

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

Required Field

Required fields must be filled out in order to submit the form; leaving them blank will display an error message to the submitter.

NOTE: Fields with conditional logic that are set to required will only be required if they are displayed when the form is submitted

Hidden Field

Hidden fields are not visible in the form, but are visible in the sheet.

TIP: Use a hidden field and default value together when you want all form submissions to include a certain value in a specific column without the form submitter completing that question. For example, if you want the status of the new submission to always be set to “Open”, but you don’t want the form submitters to see or edit this value, select the default value of the dropdown field to Open and set it to Hidden. 

If you aren’t specifying a default value, you can remove the hidden field from the form instead.

Default Value

Use this to 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. 

 

Logic

With conditional logic in forms, you can ensure that people using the form will only answer the questions that are relevant to their submission by showing specific fields based on their answers to other questions. See Use Conditional Logic to Streamline Form Submissions for more information.

NOTE: 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.

Use Conditional Logic to Streamline Form Submissions

With conditional logic in forms, you can ensure that people using the form will only answer the questions that are relevant to their submission by showing specific fields based on their answers to other questions. For example:

  1. You create a form to manage IT Help Desk requests.
  2. The person using the form chooses IT Equipment as their Request Type.
  3. Several fields related to IT Equipment requests are displayed in the form while the unrelated IT Support request fields are not displayed.

Logic

Who can use this capability?

role types iconThe Sheet Owner and Sheet Admins can create and edit forms.  Anyone with access to the form can submit an entry on the form.

plan type iconIndividual, Business, and Enterprise plans. 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.


Create a form and conditionally display fields 

To create a new form and add rules to conditionally display fields:

  1. Open the sheet that you want to attach the form to.
  2. Select Forms > Create Form on the menu bar at the top-left of the Smartsheet window.
  3. Select the field that will determine which other fields are displayed based on its value. This is considered the source field for your rule.
  4. In the Field Settings on the right, select the Logic tab and then select Add Logic.
  5. In your rule’s condition, which always begins with When, define the operator (varies based on field type) and the value(s) of the source field that determines when the target fields should be shown.

    Logic Builder Operator
  6. To set up your rule’s action (beginning with Then), select the fields you want to display when the condition is met. These are considered target fields for your rule.
  7. Click Add at the bottom-right of your rule to add it to the source field.
  8. If you want to add another rule to this source field, click the +Add rule link
  9. Once you’ve added all of the fields and rules to your form, you can save and preview the form by selecting Open Form in the top-right corner of the Form Builder.

Viewing logic on your form

Fields with conditional logic are indicated by logic icons next to the field name. 

Source fields are indicated by the icon. Click on the icon to open the Logic tab for that field. 

Target fields are indicated by the icon. Hover over the target field icon to see all conditions that apply to  that field. 

Logic Hover State


Behavior of conditional logic

Keep the following behavior in mind as you work with conditional logic in your forms:

  • Target fields will not be displayed by default, and they are displayed when at least one of the source conditions are met.
  • Target fields will only submit data to the sheet if they are displayed when the form is submitted. 
  • Required target fields are only required if they are displayed when the form is submitted.
  • Editing the Column Type or Values of fields used in your conditional logic may affect existing rules. 
  • If you remove a field from the form, associated logic may also be removed.
  • When more than one logic rule affects a target field, the field will be shown when any of the rules are satisfied. 
  • If you hide a field with the Hidden toggle in the Field Settings, any rules associated with that field are overridden.

Tips for using conditional logic

Use these tips to create more versatile rules with conditional logic:

  • Choosing an appropriate operator from the blue dropdown for your rule’s condition can help you to shorten your rule and reduce the need for multiple rules.
    • Example 1: If multiple responses in a dropdown source field can result in the same target field(s) being displayed on the form, there’s no need to create a separate rule for each source field response. Instead use a single rule with the is any of operator in the condition.
      Logic Example 1
    • Example 2: If you want to display a target field in more cases than not, listing all of those cases can be inefficient. Instead, accomplish the same result with a shorter condition that using inverse operators such as is not. For instance, if you want to display Field 2 in all cases except when [Value A] is selected in [Field 1], you can use the following rule:
      Logic Example 2
  • A target field can also be a source field, and this allows you to create nested logic. For example, the answer to Question 1 can cause the form to display Question 2, and the answer to Question 2 can cause the form to display Question 3. If the answer to Question 1 changes such that Question 2 is not displayed, then Question 3 will not be displayed either.
  • You can standardize the submissions on your form by using dropdown lists to mimic numeric conditions. For example, instead of allowing the form user to enter a budget value into a text field, make a budget dropdown field with value options such as “Over $10,000.” Then add conditional logic rules to display certain fields when someone chooses one or more of the value options.