A project management consultant designing a form in Smartsheet for a client.

How to Create a Form in Smartsheet: Step-by-Step Tutorial

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Creating forms in Smartsheet is a simple and effective way to streamline data collection and enhance collaboration within your team. With the use of a mobile device, you can easily access and fill out the form. Simply click the button to open the form and start the discussion. The form acts as a virtual box where you can input and collect data efficiently. With Smartsheet forms, you can conveniently gather information from team members or external stakeholders, regardless of company size. This improves data accuracy and saves time, aligning with our company values. Additionally, it encourages open discussion and ensures that everyone is on the same page. Please take notice of this valuable tool. These forms provide a structured approach for collecting specific information through discussion, such as project details, customer feedback, or employee updates. They help in providing a detailed description of the company size and give notice to any important updates.

By utilizing Smartsheet forms, you can easily create fields to capture relevant information like project titles, start dates, company names, and more. These fields can be displayed in a column on the right side of the form with a label for each field. The intuitive interface allows you to customize the form’s layout and display labels that guide people through the submission process. This text is just right for any company looking to create a list of customizable options. Once submitted, the data from the web form is seamlessly collected and populates into a sheet for easy access and analysis. The project request form text is included in the new form.

Understanding Smartsheet Forms

Essentials of Smartsheet Forms

Smartsheet forms are a powerful tool for collecting structured data through customizable fields. With these forms, you can easily gather and organize text-based information. These forms can be accessed and filled out by anyone with a link, even if they don’t have a Smartsheet account. The text of the forms is accessible to all users. When text responses are submitted through the forms, they are automatically captured and stored in a designated sheet.

The benefits of using forms for collecting information are numerous. First and foremost, forms ensure consistent data entry and reduce the risk of errors. By providing predefined fields for respondents to fill out, you can standardize the information collected and eliminate variations in formatting or content.

In addition to promoting data consistency, using forms also enables efficient data collection. Compared to manual methods such as email or paper-based surveys, forms save time and effort. With just a few clicks, respondents can provide their input using the web form, eliminating the need for manual data entry or transcription for the project request form.

Furthermore, forms allow you to track and manage responses in one central location. All the information submitted through the form is automatically organized within your Smartsheet sheet. This makes it easy to review and analyze the data from the web form and project request form without having to search through multiple sources or documents.

Previewing Form Functionality

Before sharing your form with others, it’s essential to use the preview feature provided by Smartsheet. The preview allows you to see how your form will appear to respondents before making it live. This is particularly important because it gives you an opportunity to test the functionality of your form and ensure that all fields are working as intended.

When previewing your form, take note of any adjustments that may be necessary based on user experience considerations. For example, if certain questions seem confusing or if there are too many required fields, you can make changes accordingly to optimize user experience.

By taking advantage of the preview feature offered by Smartsheet forms, you can ensure that your form is user-friendly and intuitive. This can help increase the response rate and overall satisfaction of respondents.

Setting Up Your Smartsheet Form

Accessing Form Creation Tools

To create a form in Smartsheet, you can easily access the form creation tools within the application’s interface. Once you’ve navigated to the desired sheet, simply click on the “Forms” tab. This will open up a range of options for designing and customizing your form.

Designing Your Form Layout

You have the flexibility to choose from different layout options. Whether you prefer a single-column or multi-column format, Smartsheet provides various templates to suit your needs. You can customize the appearance of your form by adding headers, footers, or even logos. By incorporating these design elements, you can enhance the visual appeal and branding of your form.

Image of Adding form fields in Smartsheet

Customizing Form Fields

Smartsheet offers an array of customizable form fields that allow you to gather specific information from respondents. You can add different types of fields such as text boxes, checkboxes, dropdown menus, or date pickers based on your requirements. For instance, if you need respondents to provide their contact information, you can include text boxes for them to enter their name, email address, and phone number.

To ensure clarity and ease of use for respondents, it is crucial to customize field labels and placeholders. By providing clear instructions through well-defined labels and placeholders within each field, respondents will have a better understanding of what information is expected from them.

Moreover, Smartsheet allows you to rearrange or delete fields as needed. This flexibility enables you to tailor your form according to specific requirements or preferences. For example, if certain questions are no longer relevant or necessary for gathering data insights, you can easily remove those fields from the form.

Defining Field Parameters

Implementing Character Count Limits

When creating a form in Smartsheet, it is essential to define field parameters to ensure that the responses collected are concise and within specified limits. One way to achieve this is by setting character count limits for text fields. By implementing these limits, you can prevent respondents from exceeding the specified word limits and maintain consistency and readability in the form responses.

For example, let’s say you have a text field where respondents need to provide a brief description or explanation. By setting a character count limit of 150 characters, you ensure that respondents provide succinct and focused responses without going overboard with unnecessary details. This not only helps streamline the data collection process but also makes it easier for you to analyze and extract relevant information from the responses.

Establishing Mandatory Fields

Another important aspect of defining field parameters in your Smartsheet form is establishing mandatory fields. These are the fields that require respondents to provide essential information without which their submission will not be accepted. By making certain fields mandatory, you can enforce data completeness and accuracy, ensuring that all necessary information is provided.

To highlight mandatory fields, you can use visual cues such as asterisks (*) or bold font to draw attention to them. This way, respondents are prompted to fill in those specific fields before submitting the form. For instance, if you are collecting contact information through your form, you may make fields like “Name,” “Email Address,” and “Phone Number” mandatory so that no submissions lack these crucial details.

Populating Specific Rows and Columns

In addition to character count limits and mandatory fields, Smartsheet allows you to configure your form so that responses automatically populate specific rows and columns in the associated sheet. This feature enables you to organize and structure incoming data seamlessly.

For instance, if your form collects information about customer feedback on different products or services offered by your company, each response can be automatically populated in a new row, with specific columns dedicated to the product name, feedback description, customer name, and other relevant details. This helps maintain data integrity within your Smartsheet by ensuring that responses are consistently captured and stored in a structured manner.

By defining field parameters such as character count limits, mandatory fields, and populating specific rows and columns, you can create a well-structured and efficient form in Smartsheet. These parameters not only streamline the data collection process but also enhance the quality of the collected information. So take advantage of these features to optimize your form creation experience in Smartsheet.

Enhancing Form Usability

Best Practices for Form Creation

When creating a form in Smartsheet, it is important to follow some best practices to ensure usability. First and foremost, keep your forms simple and easy to understand. Avoid overwhelming users with too many questions or unnecessary fields. By simplifying the form, you can improve the user experience and increase the likelihood of responses.

Another crucial aspect of form creation is providing clear instructions and labels. Clearly communicate what information you are seeking from respondents and provide any necessary guidance. This helps users understand what is expected of them and reduces confusion or errors when filling out the form.

Regularly reviewing and optimizing your form based on user feedback is also essential. Pay attention to any comments or suggestions provided by users who have interacted with your form. Their insights can help you identify areas for improvement or potential issues that need addressing. By continuously refining your form, you can enhance its effectiveness over time.

Managing Comments on Forms

Enabling comments on your forms can greatly enhance collaboration and gather additional feedback from users. When comments are enabled, respondents have the ability to leave their thoughts directly on the form itself. This feature allows for real-time engagement and provides valuable insights into how users perceive and interact with your form.

Monitoring and responding promptly to these comments is crucial to foster engagement with respondents. By acknowledging their comments and addressing any concerns they may have, you show that their feedback is valued. Prompt responses also demonstrate a commitment to improving the user experience associated with your form.

Furthermore, managing comments effectively helps create a collaborative environment where ideas can be shared among team members or participants using the form. It encourages discussions that can lead to innovative solutions or improvements in various aspects of your project or business process.

Previewing Your Form

Once you have created a form in Smartsheet, it is important to preview and test it before sharing it with others. This will ensure that the form functions correctly and that the data submitted is captured accurately in the associated sheet.

Image of Previewing a form in Smartsheet

Testing Form Submission

Testing your form by submitting sample responses is an essential step in the form creation process. By doing so, you can identify any issues or areas for improvement before making the form available to others.

During testing, carefully review each field in your form to make sure it behaves as expected. Ensure that required fields are marked as such and that any validation rules are properly enforced. By simulating real user interactions, you can gauge how intuitive and user-friendly your form is.

When testing form submission, pay close attention to how the submitted data appears in the associated sheet. Verify that all the information is captured accurately and corresponds to the responses provided. This step ensures that there are no discrepancies or missing data when analyzing the collected information later on.

Reviewing Form Responses

After your form has been shared and responses start coming in, it’s crucial to regularly review these submissions within Smartsheet’s associated sheet. Accessing this collected data allows you to gain insights, track progress, or make informed decisions based on the information received.

Smartsheet provides powerful filtering, sorting, and reporting capabilities that enable you to analyze response data effectively. You can easily filter responses based on specific criteria or sort them by various parameters such as date or respondent name. This flexibility allows for a comprehensive examination of the collected data from different angles.

By reviewing form responses regularly, you can identify trends or patterns within the data. This analysis can provide valuable insights into customer preferences, employee feedback, or any other information gathered through your form. It also helps track progress towards goals or objectives outlined in your survey.

Image of Viewing form responses in Smartsheet

The Sharing Process

Distributing Your Form

To ensure maximum participation and response rates, it’s important to distribute your form effectively. One way to do this is by providing a direct link or embedding the form on a website or intranet. By sharing the form through these channels, you make it easily accessible to respondents. This can be particularly useful if you want to reach a wider audience or if you have specific individuals or groups in mind.

Another effective method for distributing your form is by using email notifications. Smartsheet allows you to set up email notifications that will alert specific individuals or groups about the form. This ensures that the right people are informed and can easily access and respond to the form. Whether it’s notifying team members about an internal feedback form or reaching out to customers for their input, email notifications can help streamline the distribution process.

Collecting and Analyzing Responses

Once your form is distributed and responses start coming in, Smartsheet automatically captures and stores those responses in real-time. This means that you don’t have to worry about manually collecting and organizing data – Smartsheet does it for you.

But collecting responses is just one part of the equation; analyzing those responses is equally important. Smartsheet provides robust reporting features that allow you to analyze and visualize response data effortlessly. With just a few clicks, you can generate reports that provide valuable insights into the collected data.

For example, let’s say you created a customer satisfaction survey using Smartsheet forms. After receiving responses from your customers, you can use Smartsheet’s reporting features to identify trends, patterns, and areas for improvement. You can create charts, graphs, and pivot tables that make it easy to understand the data at a glance.

By analyzing response data in this way, you gain valuable insights that can inform decision-making processes within your organization. Whether it’s identifying customer preferences, evaluating employee performance, or assessing the effectiveness of a new product or service, the data collected through Smartsheet forms can provide you with the information you need to make informed decisions.

Advanced Form Techniques

Utilizing Exercise Files for Practice

To truly master the art of creating forms in Smartsheet, it’s essential to get hands-on experience. That’s where exercise files come in handy. These files are specifically designed to provide you with practice opportunities and reinforce your understanding of creating forms efficiently.

By taking advantage of exercise files, you can actively engage with the platform and apply what you’ve learned in a practical setting. This hands-on approach allows you to familiarize yourself with the various features and functionalities of Smartsheet forms while building confidence in your abilities.

Practice makes perfect, and using exercise files is an excellent way to hone your skills. As you work through different scenarios provided by these files, you’ll gain a deeper understanding of how to create effective forms that meet your specific needs. Whether it’s capturing data from customers or collecting feedback from team members, practicing with exercise files will help you become proficient in form creation.

Learning with Downloadable Courses

If you prefer a more structured learning experience or want comprehensive guidance on Smartsheet forms, downloadable courses are an excellent resource to explore. These courses offer comprehensive tutorials tailored to your specific needs, allowing you to learn at your own pace.

Accessing downloadable courses provides the opportunity to dive deep into the intricacies of creating and managing forms effectively. From basic concepts to advanced techniques, these courses cover everything you need to know about leveraging Smartsheet’s form capabilities.

With downloadable courses, you have the flexibility to learn whenever and wherever suits you best. Whether it’s during a lunch break or after work hours, these resources enable convenient learning on your terms. By following along with step-by-step instructions provided in these courses, you can quickly grasp complex concepts and apply them directly within Smartsheet.

Remember that learning is a continuous process. Even if you’re already familiar with Smartsheet forms, exploring downloadable courses can help expand your knowledge further. You may discover new tips, tricks, and best practices that enhance your form creation skills.

Maintaining Your Forms

Managing Form Archives

To keep your workspace organized and clutter-free, it’s important to archive old or outdated forms in Smartsheet. Archiving forms helps maintain a clear overview of active and relevant forms, ensuring that you can easily find the information you need without sifting through unnecessary clutter.

Archiving forms is especially useful when you have a large number of forms or when certain forms are no longer in use. By archiving these forms, you can declutter your workspace and focus on the ones that are still active and relevant.

Not only does archiving help with organization, but it also allows you to retrieve archived forms if needed for reference or historical purposes. Sometimes, you may need to refer back to an older form for comparison or analysis. With Smartsheet’s archive feature, retrieving these archived forms is quick and easy.

Updating Forms with New Data

Forms often need updates as requirements evolve or new data needs arise. Smartsheet makes it simple to update existing forms by modifying fields, layout, or instructions as needed.

Regularly updating your forms ensures that they remain aligned with evolving requirements. For example, if there are changes in the information you need to collect from respondents, such as additional fields or updated instructions, you can easily make those adjustments within Smartsheet.

By optimizing user experience through regular updates, you ensure that respondents have a seamless experience while filling out the form. This not only improves data accuracy but also enhances overall user satisfaction.

Updating your forms also allows you to capture relevant data efficiently. As your business needs change over time, so do the types of information you require from respondents. By regularly reviewing and updating your form fields based on current needs, you guarantee that the collected data remains valuable and aligned with your objectives.

Step-by-Step Tutorial on Creating a Form

Follow a step-by-step tutorial to create a form in Smartsheet from start to finish.

Creating a form in Smartsheet is a straightforward process that can be accomplished by following a step-by-step tutorial. This tutorial will guide you through each stage of form creation, ensuring that you have all the information you need to create your own forms efficiently and effectively.

To begin, log in to your Smartsheet account and navigate to the sheet where you want to create the form. Once there, click on the “Forms” tab located at the top of the page. This will open up the Forms Builder tool, which allows you to design and customize your form.

The first step in creating your form is selecting the fields or columns that you want to include. You can choose from various field types such as text, multiple choice, dropdown menus, and more. Simply drag and drop these fields onto your form layout to add them.

Next, customize each field by giving it a label or question that accurately represents what information you are seeking from respondents. You can also set validation rules for certain fields if necessary, ensuring that respondents enter data correctly.

Once you have added and customized all the necessary fields, it’s time to preview your form. This allows you to see how it will appear to respondents before publishing it. Make any final adjustments or modifications at this stage if needed.

After previewing your form and making any necessary changes, it’s time to publish it. Click on the “Publish” button located at the top right corner of the Forms Builder tool. This will generate a unique URL for your form that can be shared with others.

Now that your form is published and ready for use, you can start collecting responses from respondents. Each response will be automatically recorded in a new row within your Smartsheet sheet, making it easy for you to manage and analyze the data.

By following this step-by-step tutorial, you can quickly master the process of creating a form in Smartsheet. Whether you need a web form for project requests or any other purpose, Smartsheet provides a user-friendly interface and powerful features to streamline your form creation process.


In conclusion, creating forms in Smartsheet is a straightforward process that can greatly enhance your data collection and organization. By understanding the various features and options available, you can create customized forms that meet your specific needs. From setting up the form and defining field parameters to enhancing usability and previewing the form, each step plays a crucial role in ensuring a seamless user experience.

To maintain your forms effectively, it is important to regularly review and update them as needed. By following the step-by-step tutorial provided in this article, you can easily create and manage forms in Smartsheet. So why wait? Supplement your Smartsheet forms with Project Widgets’ world-class Smartsheet solutions.

Frequently Asked Questions

How do I create a form in Smartsheet?

To create a form in Smartsheet, first, open your sheet and click on “Forms” in the toolbar. Then, click on “Create Form” to start building your form using the drag-and-drop interface provided by Smartsheet.

Image of Smartsheet Create Form button

Can I customize the fields in my Smartsheet form?

Yes, you can customize the fields in your Smartsheet form. After creating your form, you can define field parameters such as field type (text, number, dropdown), required status, default values, and more to tailor the form to your specific needs.

How can I enhance the usability of my Smartsheet form?

To enhance usability, you can use features like conditional logic to show or hide fields based on user responses. You can add instructions or help text for each field to provide clarity to users filling out the form.

Is it possible to preview my Smartsheet form before sharing it?

Yes, you can preview your Smartsheet form before sharing it with others. By clicking on “Preview Form” within the Forms builder interface, you can see how your form will appear to respondents and make any necessary adjustments before making it accessible.

How do I share my Smartsheet form with others?

To share your Smartsheet form with others, go back to the Forms builder interface and click on “Share.” You’ll have options to generate a unique URL for sharing via email or embed the form directly onto a website or intranet page for easy access by intended recipients.