With an action block, you can choose what type of automation you want your workflow to perform when triggered. Use the following table as a reference for the different types of actions.
|Use this type of alert or action||In this situation|
|Alert||To alert people about key changes in specific fields|
To alert someone when they’re assigned to a new task
To know when fields are set to a specific value (for example, a Status dropdown field is set to “Blocked”)
|Reminder||To alert people (either based on a Contact field or entered manually) on, before, and after key dates (either based on a date field or manually specified)|
|Approval Request||For sign-off from a key stakeholder on a specific task|
For someone to approve or decline an item (for example, Director approval on a project proposal to advance its status to Approved or Declined, respectively)
For approval on an item that meets a certain criteria (for example, Finance approval when an item's cost is over a certain amount
|Update Request||To obtain detail from a work item owner when an item is overdue (due date is in the past and status is not complete)|
To automatically seek the latest information from a work item’s assignee once a value changes in a specific field (for example, when the status on a row changes to “In Progress,” request that the assignee update the Start date)
|Automatic Row Lock||To prevent further edits after an item has been approved or completed|
To prevent further edits after a particular point in time
|Automatic Row Unlock||Provide process consistency by allowing items to be edited only when prerequisite steps are completed|
When you add an action block, you’ll choose which type of action you’d like to use. If you select an action type and you’d like to change it, then select the Menu icon in the upper-right corner of the block to change the action.
In the trigger block of your automated workflow, select Menu > Advanced options to configure which fields are displayed in the alert or request, or Approval status and button name detail for Approval Requests.
Select Your Recipients
Configure the action block to ensure alerts and requests are sent to people who are involved with a specific work item. You can configure them to be sent out to:
People in a Contact field for that row (for example: the Assignee)
Everyone shared to the sheet
People that you manually specify
Members of a channel in a third-party app such as Slack or Microsoft Teams
If you’ve set up an alert with yourself as the recipient, but you're not notified when you edit the sheet, you’ll want to turn on notifications for changes you make. See Adjusting Personal Settings for more information about changing notification preferences and other settings in your account.
Create a Custom Message
You can create a custom subject and body for messages delivered by alert-type and request-type actions to ensure that the recipient has all of the information and context they need to be fully informed or take appropriate action.
See Dynamically Add Cell Data in the Subject and Body of Alert and Request Messages to make your custom messages even more powerful.