Automate Workflows: Integrate 123FormBuilder with Smartsheet 

Manual data entry and disconnected systems create unnecessary delays and errors in your workflow. If your team relies on 123FormBuilder to collect data and Smartsheet to manage projects, tasks, or approvals, integrating the two platforms can significantly reduce operational friction. 

With a direct connection between form submissions and Smartsheet updates, you can centralize information, trigger actions automatically, and streamline how your team works—without writing a single line of code. 

This article will guide you through setting up the integration, demonstrate its capabilities, and provide tips on maximizing its benefits in your day-to-day operations. 

Why Connect 123FormBuilder with Smartsheet 

123FormBuilder enables you to build and customize forms for virtually any business use case, including HR, operations, IT, government, healthcare, and more. Smartsheet gives teams the structure and visibility they need to collaborate, track progress, and manage workflows efficiently. 

When connected, these tools create a seamless system where form responses instantly populate Smartsheet rows, enabling teams to act on data without delay. 

Benefits of the integration: 

• Send form data to Smartsheet in real time: 
  Responses submitted through your forms are instantly transferred to Smartsheet, enabling you to act on data promptly and keep your workflows up to date. 

• Create a centralized data hub for all submissions: 
  Consolidate form responses from different departments, teams, or campaigns into one Smartsheet file. This simplifies data management and gives your team a complete overview of tasks, orders, inquiries, tickets, and more. 

• Trigger automated workflows in Smartsheet: 
  Use Smartsheet’s automation features to send alerts, assign tasks, or initiate approval processes based on incoming form data—no manual steps required. 

• Incorporate e-signatures seamlessly: 
  Include electronic signature fields in your forms and automatically capture signed submissions in Smartsheet for contracts, approvals, or compliance needs. 

• Customize branding and form experience: 
  Maintain brand consistency by incorporating your company’s logo and color scheme, and personalize the form journey with custom thank-you messages tailored to each user. 

• Enable smart, conditional logic: 
  Display specific questions or fields based on a user’s interaction with the form—for example, showing follow-up questions only when a checkbox is selected. 

• Stay informed with instant notifications and data sharing: 
  Set up email notifications to alert team members of new entries, and automatically share tasks or files captured via form submissions with the appropriate team. 

Common Use Cases 

HR and Recruitment 

Collect job applications or employee details through a form and automatically track them in Smartsheet for approvals, onboarding tasks, or candidate status updates. 

Maintenance and IT Requests 

Capture support or maintenance issues via a form and convert submissions into actionable Smartsheet rows—complete with task owners, deadlines, and status tracking. 

Vendor and Procurement Workflows 

Manage supplier onboarding or purchase request forms and route the data directly to a Smartsheet sheet for approval workflows and budget tracking. 

Event and Project Management 

Use forms to gather attendee data, speaker details, or internal logistics needs, and organize everything in Smartsheet for a unified project view. 

Customer Intake or Feedback 

Convert form submissions into structured data that enables your team to prioritize client needs or trigger next steps in onboarding or support workflows. 

How the Integration Works: Step-by-Step 

Setting up the integration is easy and can be done directly from your 123FormBuilder dashboard. Here’s how to connect your form to Smartsheet: 

1. Open Your Form 

Log in to 123FormBuilder and open the form you want to connect. 

2. Access the Integration Panel 

Go to the Set up tab in the upper editor menu and select Integrations from the dropdown. Then, search for Smartsheet and click Connect 

3. Authenticate Your Smartsheet Account 

You’ll be prompted to log in and allow access to 123FormBuilder. Add your Smartsheet user and password and allow access.

4. Test the Integration 

Submit a test entry to verify the data flow. Go to the Smartsheet dashboard and verify that the form data was sent successfully. 

Best Practices for Optimizing Your Workflow 

• Align form field names with Smartsheet columns to simplify the mapping process. 

• Use conditional logic in forms to route the correct data to the right team. 

• Leverage Smartsheet’s automation tools to send notifications, assign tasks, or move rows based on criteria. 

• Apply filters and views in Smartsheet to efficiently manage form data. 

• Periodically review your integration settings—especially when updating form fields or sheets. 

123FormBuilder offers: 

• Secure data transmission (SSL encryption) 

• Role-based access and audit trails 

• SSO and custom permissions 

• Compliance with GDPR, HIPAA, and ISO 27001 

Smartsheet adds: 

• Secure file storage 

• Advanced user permissions 

• Enterprise data loss prevention (DLP) capabilities 

The combined solution handles your data securely and aligns with your organization’s compliance standards.

Get Started 

If your team uses 123FormBuilder and Smartsheet independently, now is the time to connect them and eliminate manual steps from your workflow. The integration is easy to set up, flexible across use cases, and designed to scale with your business. 

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