Receive Smartsheet Alerts and Requests from Slack

Keep your team aware of new developments to projects tracked in Smartsheet as they chat in Slack with an automatic channel notification. You can have Smartsheet automatically notify people in Slack, for example, when a task that relates to the team becomes blocked.

You can also receive notifications, update requests, and approval requests as direct messages. Approve budget spending on a project without having to leave Slack.

In this Article:


Before You Begin: Install from the Slack App Directory

Your Slack Admin will need to install the Smartsheet Integration with Slack for you to receive notifications in a Slack channel. More information on how to install apps to Slack is available on the Slack Help Article.

NOTE: Installation requires the Slack desktop app (as opposed to the Slack browser app).

Make Sure Slack Notifications are Enabled

If you receive a message that Slack notifications are disabled or, in the New Rule window, if you don’t have the option to to set a Slack notification at all, you’ll need to change your notification delivery settings in Smartsheet. You may need to change your delivery settings on the account- and sheet-levels.

NOTE: Once you change the account-level permissions, all sheets in the account will inherit this permission.

Make sure your notification settings on both the account- and sheet-level allow anyone with a valid email address and third-party integrations to receive notifications.

allow-all

Account-Level Enablement:

If Slack notifications are disabled for your organization, you’ll notice one of the following:

  • You won’t have the option to set Slack notifications at all
    -OR- 
  • You’ll see the following error message

admin-disabled-message
NOTE: You must be a System Admin on your plan in order to change this permission setting. See Managing Users for more information on how System Admins can change someone’s account-wide permissions.

To change who can receive notifications from the account:

  1. Sign in to Smartsheet with your System Admin credentials.
  2. Click on your Account Profile icon (upper-right corner of the Smartsheet window) and select Account Admin.
  3. Select Account Settings and click Edit next to Alerts & Actions Permissions.
  4. Chose Any email address and third-party integrations, then click OK.
    NOTE: If you’re on an Enterprise account, you may also need to check the box next to Slack to enable Slack notifications.

Sheet-Level Enablement:

If Slack notifications are disabled for your sheet, you'll see this error when creating or editing a notification that involves Slack.

slack-disabled

NOTE: You must be the Owner or have Admin-level sharing permissions to the sheet in order to change this permission setting. See Share Sheets, Reports, and Dashboards for more information on changing someone’s sharing permissions.

To change who can receive notifications from the sheet:

  1. Select Alerts & Actions (upper-left of the Smartsheet window) > Manage Alerts & Actions.
  2. In the Alerts & Actions window that appears, click Settings gantt-settings(gear icon) in the upper-right corner.
  3. Select Any email address and third-party integration, then click OK.

Automatic Slack Channel Notifications 

To create a rule that will notify an entire Slack channel on sheet changes:

  1. Open a sheet and select Alerts & Actions (upper-left of the Smartsheet window). 

    The Alerts & Actions window appears. (This window will list all existing alerts and actions on your sheet.)

    NOTE: Anyone shared to the sheet will be able to see the name of the Slack channel you’ve selected in the notification rule, even if the channel is private. They will not be able to create notifications for Slack channels that they haven’t joined.
  2. Choose Send a notification to Slack from the first dropdown list. 
  3. In the second dropdown list, choose how you want the notification to be triggered.
    notification-dropdowns
  4. Click Next. The New Rule form appears.

Configure Your Rule and Select the Slack Channel

  1. In the New Rule form, you’ll specify the following criteria:
    • When—Specify what types of changes trigger the notification. The option you selected in the second dropdown field of the Alerts & Actions window defines this property.
    • In any row where—Only send rows that contain certain values. (After the When condition is met.)
       
    Click Add Column (When) or Add Condition (In any row where...) to add criteria fields.
    new-rule
  2. How you choose the channel to send a notification to depends on whether you have an active Slack session open in your browser:
    • If you have an active Slack session open in your browser, select the channel that you want to be notified.
    • If you don’t have a Slack session open in your browser, click the Select Slack Workspace dropdown and select Add Workspaces. You’ll be prompted to authorize your Smartsheet account with Slack so that you can select the appropriate workspace and channel.
  3. Click Save and your rule is set!

Edit, Disable, or Delete Existing Notification Rules

To disable a rule or change rule conditions, recipients, frequency, or columns included:

  1. Click Alerts & Actions (upper-left of the Smartsheet window).
  2. In the Alerts & Actions window, click the down-arrow dropdown-arrow  in the upper-right corner of the rule you want to change or disable. 
    rule-options    
Use this commandTo do this
DisableTemporarily turn off the rule. (Use this command if you may want to use the rule in the future.)
EditRename or change the criteria for the rule.

You can also use this command to access the Customize Email link so that you can make changes to the subject, body, or columns included.
CloneCreate a copy of the rule.

NOTE: You’ll need to reselect your desired Slack workspace and channel for the cloned rule. 
Delete

Delete the rule completely. (This cannot be undone.)


Receive Alerts and Requests as Direct Messages

Start receiving Smartsheet alerts (notifications, update requests, approval requests) as Slack direct messages by connecting the two apps.

With the Slack app open:

  1. In the left panel, click Apps.
  2. In the search bar at the top, type “Smartsheet” and select the Smartsheet bot.

    NOTE: To be able to use the Slack integration with Smartsheet, you may need to submit a request to your organization’s Slack admin to enable the bot with the steps in this Slack Help Article article.
     
  3. Type anything to the bot to start a conversation with it. The bot will greet you and ask for your authorization. When prompted, select Allow Access.

    The Smartsheet sign in and authorization pages appear.
     
  4. Sign in to your Smartsheet account and click Allow.

Once you see the success page and the bot sends you the message “You’re all set up!” you’ll be able to take action on update requests, approval requests, notifications, and reminders from Smartsheet!  

Type “help” in a direct message to the bot to learn about how it works.

Unregister from Smartsheet Notifications

You have two methods to stop receiving future alerts and actions messages in Slack:

In Slack (desktop or mobile)—

  • Type “unregister” in a direct message to the Smartsheet bot.
  • The bot will confirm that you’ve successfully unregistered and will no longer send direct messages to you.

In Smartsheet—

  1. Click on your Profile image in the upper-right corner of the Smartsheet window.
  2. Select Apps & Integrations.
  3. A window appears with a list of all integrations that are connected to your Smartsheet account.
  4. Locate the Slack integration listing in the apps list and click Revoke.

After revoking access, you’ll no longer receive notifications in Slack.


How Alerts and Requests Appear in Slack

Alerts will provide different information based on whether one or multiple rows have been added or updated. 

NOTE: Update and approval requests are only sent as direct messages.

Single Row

single-notification

Here’s what you’ll see in an alert or request based on a single row:

  • The kind of change, if any, (new row, updated row) in red, code block text
  • The Primary column 
  • Up to four cells can be displayed, starting from the leftmost cell on the row
  • Symbols and images in the grid will be displayed as text values (an image filename will be displayed instead of the image)

TIP: You can click on the sheet name to be taken to the specific row in Smartsheet.

Multiple Rows

multi-notification

For an alert or request based on multiple rows, you’ll see a summary notification:

  • Notifications only: the kind of change (new rows, updated rows)
  • Number of rows involved in the alert or request

TIP: You can click on the sheet name to be taken to the sheet in Smartsheet

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