External User Access for Task Forms

SmartSyncApp's Task Forms enables anyone with the form link to submit new child rows to a Smartsheet sheet, even if they do not have a Smartsheet account or license. The form runs in any modern web browser.

Why External Access Matters

Many data collection workflows involve people outside the organization: subcontractors submitting tasks, vendors listing products, or clients requesting services. Requiring each external user to have a Smartsheet license is impractical and cost-prohibitive. Task Forms eliminates this barrier.

How It Works

The form link opens a standalone web page hosted by SmartSyncApp. The external user sees only the form fields and parent selection dropdown. They cannot access the underlying sheet, see other rows, or navigate the Smartsheet workspace. SmartSyncApp handles the API communication using the administrator's connected credentials.

Key Benefits

• Zero licensing cost for form submitters.
• No training needed because the form interface is simpler than Smartsheet.
• Security is maintained because users see only the form fields you configured.
• Supports unlimited external users without per-user cost.

Example

A real estate developer invites 50 subcontractors to submit their planned tasks for a project. Each subcontractor opens the Task Forms, selects their assigned work phase, fills in task details, and submits. The task appears indented under the correct phase in the Smartsheet project plan.