Automatically request updates on tasks

Applies to

  • Pro
  • Business
  • Enterprise


Who can use this capability

You must be a licensed Smartsheet user with Owner or Admin-level permission on the sheet.

Create a workflow to automate update requests you want to send to your colleagues.

For example, a task listed in the sheet is assigned to someone on your team. You can automatically send a request asking the task owner to update the appropriate fields for that task.

You can build the workflow from scratch. You can also use the template provided in the workflow gallery and customize it to your needs.

To automate update requests

  1. On the menu bar, select Automation > Create workflow from template.
  2. In the Popular Templates section, select Request an update every week
  3. Select Use template.
    Depending on your automation permissions, you can send an update request to anyone with an email address—even if they aren't shared to the source sheet. 
  4. Customize the template as needed.

Manage pending update requests

If a sheet row has pending updates, the icon in the Row Action Indicators column will appear highlighted. 

To manage pending update requests for the row

  • In the Row Action Indicators column, select View pending update request for this row the View pending updates for this row icon

The Update Requests dialog will appear. You'll see pending updates for the row. You can do the following tasks in the same dialog:

  • To view actions you take on the update request: Hover your pointer over the row. Then, in right side of the row, select the dropdown icon.
  • To view the update request details: 
    • Select the row, or
    • Hover your pointer over the row. Then, select the dropdown icon > Details
  • To sort the requests: Select the headers. For example, to sort the requests by date, select Sent.
  • To delete the update request: Hover your pointer over the row. Then, select the dropdown icon > Details
    Only sheet Owners and Admins can delete an update request. 

Read-only fields in update requests

There may be some information you can't edit from the update request. You may be able to edit these cells directly in the sheet after you sign in to Smartsheet.

The following fields will appear as read-only in an update request:

  • Fields with formulas
  • Start Dates and Finish Dates with a dependency 
    • You can edit the Duration field.
  • Predecessors 
    • This field won't appear in an update request.
  • Locked columns

How locked rows and columns appear in request

  • If you're a recipient with Editor-level permissions or lower: Locked rows will still be in the update request. However, you won't be able to edit those rows. 
  • If you're the sheet Owner or a sheet Admin: You'll be able to edit locked rows from the update request.