Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

Capabilities

Who can use this capability

You must be a licensed Smartsheet user with Owner, Admin, or Editor-level permission on the sheet to create workflows. Users with Editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient.

Only a System Admin can control account-level automations. Learn about workflow permissions.

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

Control who is notified about alerts and requests

Control who can receive requests or alerts at the account- and sheet-level based on their relationship to your organization and their permissions to the source sheet.

PLANS

  • Smartsheet
  • Pro
  • Business
  • Enterprise

Permissions

You must be a licensed Smartsheet user with Owner, Admin, or Editor-level permission on the sheet to create workflows. Users with Editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient.

Only a System Admin can control account-level automations. Learn about workflow permissions.

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

To receive alerts and requests via chat (Slack, Google Hangouts, Microsoft Teams), 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 System Admin can access this setting. 

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. Select the Settings icon. 
  3. In the Automation Permission window that appears, choose your desired settings for notifications:
    • Restricted (Default): Only people who can view the sheet and have logged in to Smartsheet previously get notifications.
    • Limited: People who are in your Smartsheet account, as well as people that can view the sheet from within Smartsheet, get notifications. Adding an email address in your contacts doesn't automatically make a person available in your account. You also need to add them as a user.

    • Unrestricted: Anyone can get notifications, 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 cannot set your desired sheet-level alert and action settings, contact your System Admin to adjust them at the account level.

Not all recipients receive workflow notification alerts

Here are a few things that you can try if Smartsheet notifies you that one or more users won't receive notifications.

Share the intended recipient to the sheet

If create an alert to go out to people who are shared to your sheet, consider also sharing the sheet with them if you haven't already.

  1. Open the sheet and click Share in the upper right.
  2. In the Invite Collaborators field, type the email address of the person you want to share to the sheet.
  3. Set the desired sharing permission for them.
  4. Enter a personal message for the person in the Invite Details section to provide more context about your sheet.
  5. Click Share Sheet.

Change your settings to be less restrictive

If you create an alert to go out to people who aren't shared to your sheet, edit your Alert & Action settings to be less restrictive. Consider doing this if you removed someone's access to the sheet, but you still want them to receive alerts.

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

Edit your notification recipient list

If you copied a sheet with alerts configured for specific people who aren't shared to the new sheet, update the workflows recipient list to remove these people if you no longer want them to receive alerts.

  1. Open the sheet and click Automation > Manage Workflows.
  2. Double-click the rule (A message in red text indicates that a recipient was removed).
  3. Modify the recipient list 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.

To find the email address of your System Admin, click your profile icon in Smartsheet and select Account Admin.

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