Automatically request updates on tasks

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

Have actions trigger an automatic request for someone to update a portion of a sheet with the latest information. For example, when someone is assigned to a task, you can automatically send an update request to them to update the Status and Estimated Effort fields for that task.

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

  1. On the upper-left of your sheet, select Automation > Create workflow from template... 
  2. From the Featured section, select Request an update every week and then 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. See Sharing Permission Levels and Control Who Is Notified About Alerts and Requests for more information on how this works.
  3. Customize the template as needed. 

Manage pending update requests

Pending update requests are indicated with an icon in the right row action indicator column. Select the icon to view pending update requests for the row. 

  • Hover over the row to see actions you can on the update request.
  • Select the row to see the update request details.
  • Select the headers to sort requests. For example, click Sent to sort requests by the sent date.

Request fields appear as read-only

Some information can't be edited from an update request depending on how cells in a sheet are being used. These cells can only be edited in the sheet directly by signing in to Smartsheet.

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

  • Fields that contain formulas
  • Start Dates and Finish Dates with a dependency (the Duration field can be edited)
  • Predecessors (this field won't appear in an update request)
  • Locked columns

How locked rows and columns appear in requests

  • Locked rows will be sent in an update request if the recipient has Editor-level sharing permissions or lower, but the recipient will not be able to make any edits.
  • If the update request recipient is the sheet Owner or shared with Admin-level permissions, locked rows and columns will be editable from the update requests