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Pre-fill dropdowns from Smartsheet Bot

Eliminate manual data entry and ensure information accuracy and accountability. Automatically populate dropdown fields in your documents with data using the Pre-fill Dropdowns from Smartsheet Bot.
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What the Bot does
The Bot populates the dropdown fields of a document with data from a Smartsheet based on the ‘if-this-then-that’ conditions you set.
When to use
Install and configure the Bot to automatically populate dropdown fields of order forms, service requests, and sales invoices with multiple options from a Smartsheet.
  • Author airSlate Inc.
  • Setup duration 5-10 min.
  • Used in 68 Templates
  • Used in 21 Workspaces
  • Installed 280 times in the last 30 days
  • 100% success rate
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Get your automated workflows up and running in minutes with the Pre-fill dropdowns from Smartsheet Bot. No coding required.

Map dropdown fields in a document with data in a Smartsheet
Configure Bot settings
First, connect to your Smartsheet account and select a spreadsheet to pull data from. Then, select a document with dropdown fields in your workflow and choose which columns in Smartsheet to use for a data transfer.
Note: To install and configure Bots, start by creating a workflow.
Add multiple conditions and tell the Bot to run when all or some of them are executed
Add conditions for when the Bot should run
Define what will trigger the Bot to act. These can be a specific date, document data, user roles, email, or name. E.g., tell the Bot to pre-fill data when the document is completed for the first time.
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View the Bots log or use tags to check if the Bot ran successfully
Get your document pre-filled with Smartsheet data
Once the Bot is configured, share your document with anyone who needs to sign and complete it. Based on the conditions you’ve set, your document’s dropdown fields will be pre-filled with data from the selected Smartseet column.
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Install the Pre-fill dropdowns from Smartsheet Bot
to automate your document workflows

Learn more in this Bot’s airSlate Academy course

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Questions & answers

Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.

In Smartsheet, view the project sheet you want to export. Click the Sheet Actions button at the top-left of the toolbox on the left and choose Export. Choose Export to MS Project (XML). You'll be asked whether to open the document or save the file.

To export any sheet or report from Smartsheet for use in Microsoft Excel, click File > Export > Export to Excel. The exported data may not appear in Excel exactly as it does in Smartsheet.

In Smartsheet, view the project sheet you want to export. Click the Sheet Actions button at the top-left of the toolbox on the left and choose Export. Choose Export to MS Project (XML). You'll be asked whether to open the document or save the file.

Link your Smartsheet data with Excel by using the Live Data Connector.

To give it a try, head over to the \u201cExport & Share\u201d menu on top and click on \u201cExport on Spreadsheet\u201d. The menu will now let you choose the columns you want to include in your spreadsheet. Once you are done selecting the columns you want to add to your spreadsheet, click on the \u201cGenerate\u201d button.

The Table option will be available if you have selected all or part of a Table in your workbook. To save a specific range of cells, you need to select those cells before clicking File, Save As. Then in the Save As, Options dialog, choose the Selection option and click OK. Then click Save.

Click the Menu icon (upper-left corner of the Smartsheet window) > Home. In the left pane, right-click the name of a workspace or folder. Select Save as New. ... Enter a name for the new workspace or folder.

When you want to do this Copy data within a sheet in Smartsheet or between sheets. You can copy rows, cells, formulas, hyperlinks, and hierarchy. Use either the right-click menu or the keyboard shortcuts Ctrl + C to copy and Ctrl + V to paste (Command + C and Command + V on a Mac).

Pre-fill Dropdowns from Smartsheet Bot

The main purpose of dropdowns is to define a list of values that a recipient can choose. When you manage a large number of documents, the work with picklists can be quite challenging. Manual creating of values each time you build the form or changing them waste a lot of time.

Now you have the solution. With airSlate and our software robot, you can connect it with a Smartsheet to share sheet data to a dropdown.

Still, you may need some time to build tables. The main difference is the opportunity to create or even edit lists in seconds.

You don’t need to start a new Flow to make any modifications (changes to documents after the first completed Revision are restricted). Since both services are online solutions, you will be able to edit tables with dropdowns from any place without any additional software as long as you have the Internet.

Discover the benefits and find a dropdown updater addon for Smartsheet useful. Let’s take a look at some of the advantages:

  • Easier dropdowns creating.
  • The standardization of predictable inputs.
  • The opportunity to update list options faster.
  • Flexible tools become more adaptable.

The Bot setup is simple. In just five minutes, the software robot will dynamically populate a dropdown of Smartsheet, and you will be able to update it in a few clicks.