Action Blocks: Specify What Kind of Automation is Triggered

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 someone

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”)

Note: Attachments will only be sent if the attachment is updated or added to the row after the alert has already been set.

Set a 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)
Request an update 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)
Set up an approval workflow 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
Move or copy rows to another sheet To move or copy a row to another sheet when it is marked as complete.
To automatically route incoming work items to different sheets based on characteristics (for example, when the Responsible Department is assigned, move the task to that department’s intake sheet).
Lock rows To prevent further edits after an item has been approved or completed
To prevent further edits after a particular point in time
Unlock rows 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 action 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.

Advanced options

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.