Set Up Task Forms for Smartsheet

Transform your Smartsheet data collection into a hierarchy-aware workflow in minutes. Follow this guide to configure your first Task Forms.

Prerequisites

• A Smartsheet account with Admin or Owner level access to the sheet.
• Your sheet must have at least one Parent Row (a row with indented children) already present.
• A Reference Column containing unique identifiers for your parents (e.g., Phase ID, Category Name, or Project Title).

Configuration Steps

1. Authenticate and Select Sheet

Open SmartSyncApp and select "Task Forms" from the dashboard. If this is your first time, you will be prompted to authorize the Smartsheet API connection. Once connected, search for and select your target sheet from the list.

2. Map Your Reference Field

The Reference Field is the most important setting. This column determines how users find the parent row on your form. Choose a column that contains human-readable, unique values. SmartSyncApp will scan this column and present all non-empty values as a dropdown list for the user.

3. Layout Your Form Fields

Choose which Smartsheet columns you want users to fill out. You can designate fields as Required to ensure data quality. Note: You should not include the hierarchy parent identifier as an input field, as Task Forms handles the mapping logic based on the user's initial parent selection.

4. Layer in Security

Navigate to the Security tab to add optional (but recommended) protections:

• Password: Require a code before the form can be accessed.
• Expiry: Set a hard deadline (Date/Time) after which the form link will deactivate.

5. Deploy and Test

Save your configuration to generate a unique Public URL and Embed Code. We recommend a "Safe Test" before full rollout: open the form in an incognito window, submit a row under a known parent, and refresh your Smartsheet to confirm the new row is indented correctly.