smartsheet dropdown list from another sheet

New Era

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19-10-2024

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How to Create Dynamic Dropdowns in Smartsheet Using Data from Another Sheet

Smartsheet's powerful features go beyond basic data entry. One of its most useful capabilities is the ability to create dynamic dropdowns that pull data directly from other sheets. This allows for more efficient data management and eliminates the need to manually type repetitive information.

Let's dive into how you can create these powerful dropdowns, leveraging the knowledge shared by the Smartsheet community on GitHub:

Understanding the Problem:

Imagine you have a sheet containing a list of projects, and you want to add a dropdown to another sheet where users can select the relevant project. Instead of manually typing the project names in the dropdown list, you want to pull them directly from the project list sheet.

The GitHub Solution:

A helpful solution from the Smartsheet community on GitHub (https://github.com/smartsheet-community/smartsheet-examples/tree/master/javascript-api/data-from-another-sheet) provides a JavaScript API example. This code snippet retrieves data from another sheet and populates a dropdown list.

Breaking Down the Process:

1. Identifying the Source Sheet:

   • You need to know the ID of the sheet containing the data you want to use in your dropdown.
   • Find this ID in the sheet's URL - it's the string of numbers after /sheet/.

2. Creating the Dropdown Column:

   • In the sheet where you want the dropdown, add a new column with the data type "Dropdown".
   • This will give you a default dropdown, but you'll replace the options with the data from your source sheet.

3. Using the JavaScript API:

   • Access the Smartsheet API and modify the provided code to:
     • Specify the source sheet ID.
     • Set the column to be populated (the dropdown column).
     • Define the data range to be retrieved from the source sheet.
     • Handle potential errors, such as if the source sheet is not found or if there are problems retrieving data.

Additional Tips and Considerations:

• Data Structure: The source sheet should ideally have data organized in a single column. If you need to pull data from multiple columns, you can combine them into a single column using formulas.
• Dynamic Updates: This method creates a static dropdown. If your source sheet changes, you'll need to re-run the script to update the dropdown. For truly dynamic updates, explore using Smartsheet's "Formulas" feature.
• Privacy and Permissions: Ensure the source sheet has appropriate sharing settings to allow access to the script.
• Testing and Debugging: Thoroughly test your code to ensure it's correctly pulling data and populating the dropdown.

Example Scenario:

Let's say you have a sheet with project names in column A. You want to create a dropdown in another sheet that allows users to select the relevant project.

1. Get the source sheet ID: Locate the ID in the URL of the project list sheet.
2. Add the dropdown column: Create a dropdown column in your target sheet.
3. Modify the JavaScript API: Replace the sheet ID and column details in the code with those from your scenario.

By following these steps and understanding the basics of the JavaScript API, you can create powerful dynamic dropdowns in Smartsheet, enhancing efficiency and accuracy within your workflows.