Use automated notifications to receive update requests, approval requests, and reminders via email every time a specified action triggers a workflow.
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You must hold Owner, Admin, or Editor-level permission on the sheet to create workflows. Users with Editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient. Learn about workflow permissions.
For example, you can create a workflow to trigger alerts when someone edits the sheet you own. Smartsheet then sends you email notifications every time someone edits your sheet.
These are the types of notifications you can receive via email:
Notification message fields
When you receive an email notification, these are the fields you see in the email:
- From name: The user who triggered the alert or a host. However, the email you see is automation@app.smartsheet.com.
- Reply-to name: The name of the person who triggered the alert and their email address.
- Reply-to email address: The user’s email address.
Usually, the name you see in the message is the person who triggered the alert, but sometimes you see the sheet owner's name appear as the sender. This happens when the email notification delivers any of the following:
- An alert triggered by the changes of multiple users
- A reminder (a time-based alert)
- An update request
- An approval request
You can configure how you want to receive alerts.
To see who the sheet owner is, open the sheet in Smartsheet and select File > Properties.
The system removes external URLs and replaces them with [External link removed] in emails from accounts without the necessary access.
Best practices in notifications
Keep sheet owners relevant
Make sure the people receiving the email notifications are related to your work. When a sheet owner changes roles or leaves the team, they can transfer Owner permissions to the person taking over.
Use a service account
Use a service account if you need more than one person to own a sheet or if a degree of anonymity is important. You can set up a service account with your IT department to own sheets.
Create an inbox rule for your email notifications
Consider creating a rule to put all your Smartsheet notifications in one folder, making it easier to find updates, approval requests, and other automated alerts.
Use the Notification Center
You don’t have to switch from the Smartsheet app to your email inbox to check for notifications when you use the Notification Center.