Smartsheet Form Intake to Row and Routing

Overview

This flow turns Smartsheet form intake into governed, routed work. When a new row is created in the intake sheet (e.g. by a Smartsheet form submission), the flow reads the row, validates it, looks up the correct owner from a routing map, writes the assigned owner and a status back to the row, notifies the assignee in a Microsoft Teams channel, and emails the requester a confirmation. Rows that can't be matched to an owner are stamped Needs Triage and flagged in Teams for manual handling.

Why it matters: Raw form rows pile up unsorted. Automating validation, routing, assignment, and acknowledgement removes manual triage and gives requesters an instant, governed response.

Use Case

A team collecting requests through a Smartsheet form wants each submission automatically validated, routed to the right owner, assigned, status-stamped, and acknowledged — with unroutable submissions surfaced for a human to triage.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Smartsheet	shared_smartsheet	OnRowCreated GetSheetData
Microsoft Teams	shared_teams	PostMessageToConversation
Office 365 Outlook	shared_office365	SendEmailV2
HHTTP	http	PUT /2.0/sheets/{id}/rows

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Sheet & columns

Set flowlibs_SmartsheetSheetId, the two ColumnId env vars (numeric Smartsheet column ids), and the API token. Update the varRequestTypeColumn / varRequesterEmailColumn / varDescriptionColumn Init variables to match your sheet's column titles.

Routing rules

Edit flowlibs_RoutingMap JSON to map each Request Type value to the owner email it should route to. Unmatched types fall to the Needs Triage branch.

Teams target

Point flowlibs_TeamsGroupId / flowlibs_TeamsChannelId at your triage channel.

Validation depth

Add a pre-routing Condition to reject rows missing required fields (e.g. blank Requester Email) before the routing check.

Multi-sheet routing

Extend the If branch with a Smartsheet InsertRow/HTTP copy to move the row into a destination sheet per category.

Polling vs trigger

OnRowCreated is a batch trigger (default poll 3 min). To read column-keyed values directly, swap to a Recurrence trigger + GetSheetData + a Query filter on an unprocessed status.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@string(triggerOutputs()?['body/id'])

@equals(string(item()?['id']), variables('varRowId'))

@coalesce(outputs('Compose_Matched_Row')?[variables('varRequestTypeColumn')], '')

@coalesce(variables('varRoutingMap')?[outputs('Compose_RequestType')], '')

@greater(length(outputs('Compose_OwnerEmail')), 0)

{ "id": @triggerOutputs()?['body/id'], "cells": [ {"columnId": @int(variables('varStatusColId')), "value": "@variables('varRoutedStatus')"}, {"columnId": @int(variables('varOwnerColId')), "value": "@outputs('Compose_OwnerEmail')"} ] }

Bearer @{variables('varApiToken')}

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