Trigger frequent, change-based automations in batches

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

You can set up the frequency of change-based workflows to Hourly, Daily, or Weekly

What you can do and where you can apply workflows depends on your permission level. Learn about workflow permissions.

Before you begin

Here are a few things you might want to know before setting up the frequency of your workflow:

There are some tasks you can’t do with hourly, daily, or weekly workflows

If your workflow is set to Hourly, Daily, or Weekly, you can’t use any of these action types:

  • Clear cell value
  • Assign people
  • Record a date 
  • Move rows 
  • Copy rows 
  • Lock rows 
  • Unlock rows 
  • Request an approval

If you have any of these action types in your workflow, set it to Hourly, Daily, or Weekly, and then save it. The app will prompt you to do either of these tasks:

  • Save the workflow with the When triggered setting, or
  • Return to editing the workflow.

Also, you won’t be able to use placeholders for workflows that run hourly, daily, or weekly. 

Batching workflows for Notifications, and Update and approval requests

You can only batch workflows to run Hourly, Daily, or Weekly for Notifications, and Update and approval requests action types without If approved or If declined actions.

Workflows will run for every row that meets the trigger criteria

This app behavior is triggered when you or other sheet collaborators save changes to multiple sheet rows within the time frame of the workflow frequency. 

All users subscribed to the workflow will receive a single notification with up to 100 rows in grid format.

When do workflows run?

Schedules of workflows and alert messages depend on the workflow frequency you set up:

Workflow frequency Daily Weekly
When the workflow runs and goes through sheet changes 12:00 a.m. to 11:59 p.m. Between 12:00 a.m. on Friday of the current week and 11:59 p.m. on Thursday of the following week 
When the workflow delivers alert messages Between 12:00 a.m. and 4:00 a.m., day after the workflow runs Between 12:00 a.m. and 4:00 a.m. on Friday of the following week

Here’s an example of how a weekly workflow works: You created a weekly workflow on March 16, 2022 (Wednesday). It will run and evaluate sheet changes from March 18, 2022 (Friday) to March 24, 2022 (Thursday). After going through the sheet changes, it will deliver the alert message about the sheet changes on March 25, 2022 (Friday).

To set up the frequency of your workflow

  1. In the Trigger block, make sure that the Trigger field is set to any of these options:
    • When rows are added or changed
    • When rows are added
    • When rows are changed

You won’t see the Hourly, Daily, and Weekly options if your Trigger block is set to When a date is reached

  1. Select any of these Run workflow options:
    • Hourly
    • Daily
    • Weekly

Set your trigger to take place an hour before the action should take place. This will ensure that technical issues don't prevent the action from taking place on time.