Project request intake with multiple deliverables

JPJPJP · 07/08/21

Hi there,

I'm fairly new to Smartsheet so trying to figure things out. I have a need for a customer project request intake form. Where the customer fills out the form with information pertaining to their project (Project Name, Type of Deliverables (multi-select), and description for each deliverable (either I need one large text box for the number of 'types' selected OR I need the ability to have a repeating section (a text box, and they can click "Add another deliverable" to add another box). I used to be able to do this in InfoPath, but our company switched to other products so I can't use it.

I was wondering if there's any good examples or best practices or ideas on setting something like this up?

I would also, if possible, have separate intake sheet and project tracking sheet. (i.e. when someone submits a request, a manager approves the request, and then copies that request to the Project tracking sheet - but only the relevant columns).

Paul Newcome · 07/08/21

How many different types of deliverables do you have?

JPJPJP · 07/09/21

How many different types of deliverables do you have?<\/p>","bodyRaw":"[{\"insert\":\"How many different types of deliverables do you have?\\n\"}]","format":"rich","dateInserted":"2021-07-08T14:17:55+00:00","insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-08-25T17:46:09+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/297292#Comment_297292","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/297292#Comment_297292

About 10 different types. And people can have as many of each type as they want.

Andrée Starå · 07/09/21

Hi@JPJPJP

I hope you're well and safe!

Please have a look at my post below with a method I developed.

More info:

Hi all,<\/p>

I hope you're well and safe!<\/p>

I've developed a solution that lets you store the date or value.<\/strong><\/p>

You'd use the copy-row automation and a VLOOKUP or combination of INDEX\/MATCH to make it work.<\/p>

We'd trigger the copy-row to another sheet and get the created date\/other value and then use the VLOOKUP\/INDEX\/MATCH to get it back to the main sheet in another so-called helper column. As long as you have a unique id\/value that we can use, it will work.<\/p>

Also, this opens up more options with auto-numbering and similar.<\/p>

Depending on other workflows, you could reuse one sheet for multiple workflows.<\/p>

I hope that helps!<\/p>

Let me know if you have any questions!<\/p>

Stay safe and have a fantastic day!<\/p>

Best,<\/p>

Andrée Starå<\/p>

Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p>","bodyRaw":"[{\"insert\":\"Hi all,\\n\\nI hope you're well and safe!\\n\\nI've developed a solution that lets you \"},{\"attributes\":{\"bold\":true},\"insert\":\"store the date or value.\"},{\"insert\":\"\\n\\nYou'd use the copy-row automation and a VLOOKUP or combination of INDEX\\\/MATCH to make it work.\\nWe'd trigger the copy-row to another sheet and get the created date\\\/other value and then use the VLOOKUP\\\/INDEX\\\/MATCH to get it back to the main sheet in another so-called helper column. As long as you have a unique id\\\/value that we can use, it will work.\\n\\nAlso, this opens up more options with auto-numbering and similar.\\nDepending on other workflows, you could reuse one sheet for multiple workflows.\\n\\nI hope that helps!\\n\\nLet me know if you have any questions!\\n\\nStay safe and have a fantastic day!\\n\\nBest,\\n\\nAndrée Starå\\n\\nWorkflow Consultant \\\/ CEO @ \"},{\"attributes\":{\"bold\":true,\"link\":\"https:\\\/\\\/workbold.com\\\/\"},\"insert\":\"WORK BOLD\"},{\"insert\":\"\\n\"}]","format":"rich","dateInserted":"2020-05-24T11:36:34+00:00","insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-26T14:46:22+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":true,"showPostLink":true,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/68589\/lock-or-store-date-value-solution-without-using-zapier","embedType":"quote","name":"Lock or Store Date\/Value Solution without using Zapier"}"> https://community.smartsheet.com/discussion/68589/lock-or-store-date-value-solution-without-using-zapier

Would that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå| Workflow Consultant / CEO @WORK BOLD

✅了我的帖子(s)帮助或回答你的问题吗tion or solve your problem? Please support the Community bymarking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Paul Newcome · 07/13/21

@Andrée StaråI'm not sure the poster is looking to lock in data.

@JPJPJPI would suggest a separate column for each deliverable description. Then you would include all of these description fields in the form but use conditional logic to only display the description fields for those deliverables that are selected.

Andrée Starå · 07/13/21

@Paul Newcome&@JPJPJP

Sorry about that! It's the summer heat! Haha!

This is the solution that I wanted to share.

I developed a solution using two forms (or the same form by using conditional logic) that can be used to submit the main information and then the other information on a new row for each submission after the first.

Would that work/help?

JPJPJP · 07/13/21

@Andrée Starå<\/a> I'm not sure the poster is looking to lock in data.<\/p>

@JPJPJP<\/a> I would suggest a separate column for each deliverable description. Then you would include all of these description fields in the form but use conditional logic to only display the description fields for those deliverables that are selected.<\/p>","bodyRaw":"[{\"insert\":{\"mention\":{\"name\":\"Andrée Starå\",\"userID\":8888}}},{\"insert\":\" I'm not sure the poster is looking to lock in data.\\n\\n\"},{\"insert\":{\"mention\":{\"name\":\"JPJPJP\",\"userID\":137826}}},{\"insert\":\" I would suggest a separate column for each deliverable description. Then you would include all of these description fields in the form but use conditional logic to only display the description fields for those deliverables that are selected.\\n\"}]","format":"rich","dateInserted":"2021-07-13T12:27:00+00:00","insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-08-25T17:46:09+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/297706#Comment_297706","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/297706#Comment_297706

Thank you, Paul! You're correct. That's actually what I was trying last night, and seems to work. It's just a bit annoying, because I don't want these long descriptions for each deliverable type in my cleanly formatted project tracker sheet. I would love if I can have one 'intake' sheet and one 'tracker' sheet, but they currently don't allow copying select cells (or common columns), they only allow copying full rows so it would add the intake rows into my tracker. So there's really no point in having 2 sheets in that case.

I might have to stick to this solution for now. Thank you!

JPJPJP · 07/13/21

@Paul Newcome<\/a> & @JPJPJP<\/a> <\/p>

Sorry about that! It's the summer heat! Haha!<\/p>

This is the solution that I wanted to share.<\/p>

I developed a solution using two forms (or the same form by using conditional logic) that can be used to submit the main information and then the other information on a new row for each submission after the first.<\/em><\/p>

Would that work\/help?<\/p>","bodyRaw":"[{\"insert\":{\"mention\":{\"name\":\"Paul Newcome\",\"userID\":45516}}},{\"insert\":\" & \"},{\"insert\":{\"mention\":{\"name\":\"JPJPJP\",\"userID\":137826}}},{\"insert\":\" \\nSorry about that! It's the summer heat! Haha!\\nThis is the solution that I wanted to share.\\n\"},{\"attributes\":{\"italic\":true},\"insert\":\"I developed a solution using two forms (or the same form by using conditional logic) that can be used to submit the main information and then the other information on a new row for each submission after the first.\"},{\"insert\":\"\\nWould that work\\\/help?\\n\"}]","format":"rich","dateInserted":"2021-07-13T12:31:17+00:00","insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-26T14:46:22+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/297709#Comment_297709","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/297709#Comment_297709

No worries! Lol.... I'd love to see this solution if you're willing to share it. The more inspiration the better!

Andrée Starå · 07/13/21

@JPJPJP

I'd be happy to share an example.

Please send me an email at(电子邮件保护), and I'll share it with you.

Project request intake with multiple deliverables

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