how to create a form in smartsheet

3 min read 31-01-2025

Creating forms in Smartsheet is a straightforward process that allows you to easily collect data from others. Whether you need to gather information for a project, track employee details, or manage customer requests, Smartsheet's form functionality is a powerful tool. This comprehensive guide will walk you through creating a form in Smartsheet, step by step. By the end, you'll be able to build customized forms to streamline your data collection processes.

Understanding Smartsheet Forms

Before we dive into the creation process, let's clarify what Smartsheet forms are and why they are useful. Smartsheet forms act as user-friendly interfaces for data entry. They are built upon existing Smartsheet sheets, transforming them into interactive data collection tools. This means you can create a form based on pre-existing data structures, saving you time and effort.

Step-by-Step Guide to Creating a Smartsheet Form

Follow these simple steps to build your Smartsheet form:

1. Prepare Your Smartsheet Sheet

Begin by creating or selecting the Smartsheet sheet you want to use as the foundation for your form. Ensure that the sheet contains the necessary columns to capture the data you need to collect. Consider the type of data for each column (text, number, date, dropdown, etc.) and set up your sheet accordingly. This foundational sheet will determine the structure and fields of your form.

2. Navigate to the "Share" Menu

Locate and click the "Share" button in the top right corner of your Smartsheet sheet. This button initiates the form creation process.

3. Select "Create Form"

In the "Share" menu, you'll see an option labeled "Create Form". Click this option to start building your form.

4. Customize Your Form (Optional)

Smartsheet offers various customization options to personalize your form:

Form Title: Give your form a clear and concise title that reflects its purpose.
Description: Add a brief description to provide further context to users filling out the form.
Form Branding: For a consistent look and feel, consider matching the form's visual elements with your organization's branding.
Field Settings: You can adjust individual field settings, such as making fields required or providing default values.

This level of customization ensures the form aligns with your specific needs and branding guidelines.

5. Choose Your Submission Options

After customizing, decide how form submissions are handled:

Email Notifications: Set up email notifications to receive alerts whenever someone submits the form. This feature ensures you don't miss any important data.
Sheet Settings: Confirm that submitted data correctly populates your original Smartsheet sheet. Review column mappings to ensure accuracy.

These submission options help you manage and track incoming data efficiently.

6. Share Your Form

Once you're satisfied with your form, click the "Share" button. This makes the form accessible to those who need to use it. You'll be provided with a link to share with others.

7. Collect Your Data

Now it's time to distribute the form link. Users can access it and submit their information directly into your Smartsheet sheet. The data will populate automatically based on your column structure.

Troubleshooting and Tips

Error Messages: If you encounter any error messages during form creation or submission, review your sheet settings and form configurations. Ensure all fields are correctly defined.
Data Validation: Use data validation to prevent incorrect data entry. For example, you can set up a dropdown to restrict user choices or require numeric input for specific fields. This method prevents errors and maintains data quality.
Form Testing: Always test your form thoroughly before distributing it widely. This step helps identify and fix any unexpected issues.

Advanced Form Features

Smartsheet offers various advanced features for sophisticated form creation:

Conditional Logic: Implement conditional logic to change the form based on user responses, tailoring the experience.
Integrations: Integrate your forms with other tools to automate workflows and streamline processes.
User Permissions: Control who can access and submit the form by managing user permissions.

Mastering these advanced features will significantly enhance your form's capabilities.

Conclusion: Streamlining Your Workflow with Smartsheet Forms

Creating and using forms in Smartsheet is a powerful way to efficiently gather data. By following these steps and leveraging advanced features, you can transform how you collect and manage information, streamlining workflows and boosting productivity. Remember to customize your forms to perfectly fit your specific data collection needs. Now you're ready to start collecting data effectively with Smartsheet forms!