Overview of automated notifications sent via Smartsheet

Applies to

  • Pro
  • Business
  • Enterprise

Automated notification is one of the actions you can trigger with workflows. For example, you created a workflow to trigger alerts when someone edits the sheet you own. The Smartsheet app will send you notifications via email every time someone edits your sheet. 

These are the types of notifications you’ll receive via email:

  • Update requests
  • Approval requests
  • Reminders

Notification message fields

When you receive an email notification, these are the fields you’ll see in the email:

  • From name: In this field, you’ll see the user who triggered the alert. However, the email you’ll see here is automation@app.smartsheet.com.
  • Reply-to name: You’ll still see both the name of the one who triggered the alert and their actual email address.
  • Reply-to email address: You’ll see only the user’s email address in this field.

Sheet owners will sometimes appear as the notification sender

Usually, the name you'll see in the message will be the person who triggered the alert. 

But there are cases when you’ll see the sheet owner's name appear as the sender. The sheet owner will appear as the sender when the email notification delivers any of the following:

  • An alert triggered by multiple users' changes in your sheet
  • A reminder (a time-based alert)
  • An update request
  • An approval request

To see who the sheet owner is, open the sheet in Smartsheet. Then, select File > Properties.

In the example below, Paul Finley is either the user who triggered the alert or the sheet owner. His name appears in the From name and Reply-to name fields. Plus, his email address is what's used in the Reply-to email address.

Personalized Sender Email

Emails sent from free, unlicensed, or trial accounts will have external URLs removed and replaced with [External link removed] in the message.  

Best practices in using notifications

Keep sheet owners current and relevant

Make sure that the names in the email notifications make sense in the context of your work. When a sheet owner changes roles or leaves the team, they can transfer ownership to someone who can take over the work managed in the sheet

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.

Do this: 

  • 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.

Create an inbox rule for your email notifications from Smartsheet

You can’t get rid of all the email clutter. But you can create an inbox rule to organize your messages. If you’re the sheet owner, consider creating a rule to put all your Smartsheet notifications in one folder. That way, it’ll be easier for you to find update or approval requests, and other automated alerts. 

How you create rules will depend on the application you are using for email—Gmail or Microsoft Outlook, for example.

Use the Notification Center

Another way to check automated alerts is through the Notification Center. When you use the Notification Center, you won’t have to switch from the Smartsheet app to your email inbox to check for notifications. 

Learn more about using the Notification Center

Customize how you receive notifications

Notifications show up in these channels:

  • Email
  • Mobile push
  • Messaging app

You can choose to receive alerts through all those channels or just one or two of those options.

Learn more about how to configure where you receive alerts.