
How to Create a Dynamic Dropdown List in Smartsheet
Dropdown lists are an essential tool in Smartsheet for organizing and controlling the data entered in your sheets. They limit the available choices for a given column, simplifying input and preventing errors. However, one of the main limitations of this tool is that it does not natively allow for dynamic dropdown lists. This means that the options in your lists do not automatically update as your data evolves.
Dropdown Lists in Smartsheet: A Static Feature
Creating a dropdown list in Smartsheet is fairly straightforward. You can define a set of static values, then apply them to a column so that users can choose from a predefined list. However, this feature remains limited to fixed options. If your data changes frequently, you will need to manually update each relevant dropdown list.
The main challenges faced by Smartsheet users include:
- Manual synchronization: Every change requires manual intervention, which is time-consuming and prone to errors.
- Managing multiple sheets: When several sheets rely on the same dropdown lists, it becomes more difficult to manage.
- Lack of a native solution for dynamic lists: Smartsheet does not provide an integrated function to automatically handle these types of updates. While Smartsheet offers a plugin (Data Shuttle), its annual cost remains high for small and medium-sized businesses.
How Smarteky Solves This Problem with “SmartDropdown”
To enhance dropdown lists in Smartsheet, Smarteky developed the SmartDropdown module, specifically designed to automate the update of dropdown lists based on dynamic data. With this tool, users can configure dropdown lists whose options are automatically updated based on data from a sheet or report.
Here’s how Smarteky simplifies the process:
- Automatic data synchronization: SmartDropdown connects to your Smartsheet sheets or reports to extract the relevant values and directly integrate them into your dropdown lists.
- Data centralization: There’s no need to manually manage each sheet. A modification in the source is immediately reflected in all dependent lists.
- Time-saving and efficiency: No more manually updating dozens of lists. Once configured, the module handles everything.
Create a Dynamic Dropdown List with Smarteky
Example: You have a report that tracks your real-time product inventory. In the [Product] column, you list the names of the products currently in stock in your store.
With just a few clicks, you can configure a SmartDropdown flow so that all the dropdown lists in your other Smartsheet sheets are automatically updated with the product list from this report. This way, whenever a product is added or removed from stock, your dropdown lists are updated in real time, without any manual intervention.
Conclusion
Creating dynamic dropdown lists in Smartsheet may seem impossible natively, but with Smarteky and its SmartDropdown module, the process becomes quick and fully automated. This allows you to centralize your data, reduce the risk of errors, and save valuable time in managing your projects.
To learn more about Smarteky and all its solutions, click here.