As you and your colleagues work with Smartsheet, you’ll likely receive notifications about Smartsheet-related activity via email. These notifications come from the Smartsheet platform. A notification email message in your inbox will look similar to the following:
You’ll receive notifications when Smartsheet capabilities such as automated notifications, reminders, update requests, and approval requests are set in motion (for more on these capabilities, see the Related Content section of this article).
Notification Message Fields (From and Reply-to)
A notification email message has from and reply-to fields. Each field has a friendly name and an email address associated with it. Email recipients tend to pay more attention when email comes from a person; so, Smartsheet email notifications are personalized to facilitate better collaboration:
- From name
- Reply-to name
- Reply-to email address
In most cases, the name you’ll see in the message will be the name of the person who triggered the change—that is, the person who made a change to the sheet that caused the notification to be sent to you. In all other cases, the name used is the name of the person who owns the sheet (the sheet owner).
TIP: To see who the sheet owner is, open the sheet in Smartsheet and click File > Properties.
NOTE: While the reply-to email address may vary, the from email address will always be firstname.lastname@example.org.
In the example notification below, Paul Finley is either the user whose change triggered a workflow, or he is the sheet owner. Notice that his name appears in from and reply-to and his email address is what is used for the reply-to address.
Tips and Best Practices
Here are some tips and best practices related to this capability:
- To ensure that the names in notification messages make sense in the context of the work, keep sheet owners current and relevant. When a sheet owner changes roles, they can transfer ownership to someone who remains actively involved with the work being managed in the sheet.
For information about how to change sheet ownership, see Change Ownership of a Sheet, Report, or Dashboard.
- If you are the sheet owner and you want to review messages related to the sheet as a collection, consider creating an inbox rule for your email so that you can do this. (How you create rules will depend on the application you are using for email, Gmail or Microsoft Outlook, for example.)
- If it doesn’t make sense to have a single person as the owner of a sheet or if a degree of anonymity is important, consider using a service account for the sheet owner. (A service account is something you’d need to set up with your IT department. That account would need to have a Smartsheet license so that it can own sheets.)