Who can use this capability
Anyone with access to the sheet can receive notifications. You must be a licensed Smartsheet user with 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.
Only a System Admin can control account-level automations.
Automated notifications sent via Smartsheet
Use automated notifications to receive update requests, approval requests, and reminders via email every time a specified action triggers a workflow.
For example, you create a workflow to trigger alerts when someone edits the sheet you own. Every time someone edits your sheet, Smartsheet sends you notifications via email.
These are the types of notifications you can receive via email:
- Update requests
- Approval requests
Notification message fields
When you receive an email notification, these are the fields you see in the email:
- From name: This is the user who triggered the alert or a host. However, the email you see here is firstname.lastname@example.org.
- Reply-to name: This field shows both the name of who triggered the alert and their actual email address.
- Reply-to email address: This is only the user’s email address.
Sheet owners may appear as the notification sender
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
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 coming from free, unlicensed, or trial accounts.
Best practices in using notifications
Keep sheet owners current and relevant
Make sure the people involved in the email notifications are related to your work. When a sheet owner changes roles or leaves the team, they can transfer ownership to the person taking over.
Consider using a service account for the sheet owner
A service account is something you can set up with your IT department. That account needs to have a Smartsheet license for it to own sheets.
Use a service account if you need more than one 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
If you’re the sheet owner, consider creating a rule to put all your Smartsheet notifications in one folder, so it's easier to find update or approval requests and other automated alerts.
Use the Notification Center
Another way to check automated alerts is through the Notification Center. When you use the Notification Center, you don’t have to switch from the Smartsheet app to your email inbox to check for notifications.
Customize how you receive notifications
Notifications show up in these channels:
- Mobile push
- Messaging app
Configure how you want to receive alerts and choose to get them through all those channels or just one or two of those options.