Control who is notified about alerts and requests

Applies to

  • Pro
  • Business
  • Enterprise

You can control who can receive alerts or requests based on a person's relationship to your organization and whether or not they have access to the sheet that the alerts or requests originate from. You can control this both at the account and sheet level.

For chat integrations (Slack, Google Hangouts, Microsoft Teams) to be able to receive alerts and requests—make sure that automation settings are Unrestricted on both the account- and sheet-level.

Account-level automation controls

  • Go to Account > Account Admin > Account SettingsAutomation Permissions. Only a Sys Admin can access this setting. 

For more information, see Global Account Settings.

Sheet-level automation controls

The sheet Owner or Admin can control who can receive alerts and requests on the sheet.

To change sheet-level notifications: 

  1. At the top left of the sheet, click Automation > Manage Workflows. 
  2. In the upper-right corner of the Automation window, select the Settings icon. 
  3. In the Automation Permission window that appears, choose your desired setting for who can be notified from this sheet:
    • Restricted (Default)—Only people who can view the sheet and have logged in to Smartsheet previously will be notified.
    • Limited—People who are in your Smartsheet account as well as people that can view the sheet from within Smartsheet will be notified.
    • Unrestricted—Anyone will be notified, even if they’re not shared to the sheet.

      If the account-level permissions are set to Limited or Restricted, some of these settings may be unavailable to you. If you’re unable to set your desired sheet-level alert and action settings, contact your System Admin to adjust them at the account-level.

Received "Automation rule on your sheet has invalid recipients" alert

Did you receive an alert from Smartsheet that one or more users won't receive notifications? Here are a few things that you can try:

Share the intended recipient to the sheet

If you've created an alert that is designed to go out to people who are shared to your sheet but you received an email indicating that the alert cannot be delivered to one or more recipients, you should consider sharing the sheet to them if you haven't already.

  1. Open the sheet and click the Share button in the upper-right. The Sheet Sharing form appears.
  2. In the Invite Collaborators field, type the email address of the person who you want to share to the sheet.
  3. Set the desired sharing permission for them. (More information on Sharing Permission Levels.)

    In the Invite Details section, you can enter personal message for the person so they have more context about your sheet.
  4. Click the Share Sheet button.

Change your settings to be less restrictive

If you've created an alert that is designed to go out to people who aren't shared to your sheet, you may need to edit your alert & action settings to be less restrictive. This may also happen if you've removed someone from being shared to the sheet but you still want them to receive alerts.

  1. Open the sheet and click Automation > Manage Workflows.
  2. Click the Settings icon in the upper right corner of the Workflow Manager.
  3. Choose a less restrictive setting (for example, anyone with an email address).

Edit your notification recipient list

This may happen if you've saved a copy of a sheet with alerts that are configured to go out to specific people.

  1. Open the sheet and click Automation > Manage Workflows.
  2. Double click the rule (it will have a message in red text to indicate that a recipient has been removed).
  3. Modify its recipient list from the workflow builder as needed.

Confirm Allow List email addresses

Check with the System Admin on your account to ensure all the appropriate email addresses are on the Allow list for your organization.

You can find the email address of your System Admin in Smartsheet by clicking on your profile icon in the upper-right corner of your screen and selecting Account Admin.