Update Requests: Automatically Ask for the Latest Info

With an update request, you can request the latest information from people automatically. Use an update request, for example, to have Smartsheet automatically request an update from someone when the status of a work item they’re assigned to changes to “Ready for Review.”

NOTE: This feature is not available for single-user plan types. Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.

Requirements for Creating and Editing Update Requests

Use the following table as a reference for whether you can create or edit update requests for yourself and others based on sheet sharing permissions.

 OwnerAdminEditorViewerNot Shared
Create update request rulesYesYes*NoNoNo
Edit update request rulesYesYes*NoNoNo
Manually send update requestsYesYesYesNoNo
Receive and take action on update requestsYesYesYesYesYes**

*You must also be a licensed user on a Business or Enterprise plan to create and edit update request rules. See the Smartsheet Pricing page for more information. Otherwise, you can manually send an Update Request.

**You may need to adjust an additional setting to allow anyone with a valid email address receive update requests. See the following section "Control Who Can Receive Update Requests" for details.

Control Who Can Receive Update Requests

By default, notifications are sent only to people shared to the sheet. If you want notifications to be sent to anyone with a valid email address on a sheet-level or account-level, see the following help articles:


Create an Automated Update Request Rule

Notifications are sent automatically when the conditions of the notification rule are met. To create a notification rule:

  1. Select Alerts & Actions on the menu bar.

    menu-bar

    If you don't see Alerts & Actions, click the down arrow icon in the upper-right of the Smartsheet window.
    show-menu-bar-sharing

    The Alerts & Actions window appears. (This window will list all existing alerts and actions associated with your sheet.)
     
  2. Choose Send an Update Request from the first dropdown list. 
  3. In the second dropdown list, choose how you want the update request to be triggered.
  4. Click Next.

The New Rule form appears.

When you set up an update request, you’ll specify the following criteria:

  • When—Specify what types of changes trigger the update request. The option you selected in the second dropdown field of the Alerts & Actions window defines this property.
  • Where—Only send rows that contain certain values.
  • Send update request to—Choose your recipients, either specific email addresses or a Contact column in your sheet.
  • Frequency of the update request, columns included, and the message included. (Click Delivery Settings to customize.)

That’s it! Now people will receive an update request in an email message, mobile push notification, and in the computer browser application (depending on their account settings). See Notification Center: Receive Alerts Directly Within Smartsheet for details on how you can receive alerts.

Specify Additional Conditions for Your Rule

Ensure that an update request is only sent out when necessary by specifying additional conditions in the When and In any row where... criteria of your rule.

Click Add Column (When) or Add Condition (In any row where...) to add criteria fields.

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Customize the Message, Frequency, and Content Included

Click Delivery Settings to personalize the subject, message, columns included, as well as the delivery frequency of the update request.

update-request-resized

Edit, Disable, or Delete Existing Rules

To disable a rule or change rule conditions, recipients, frequency, or columns included:

  1. Select Alerts & Actions on the menu bar.

    menu-bar
  2. Click the down-arrow down-arrow in the upper-right corner of the rule you want to change or disable.

    drop-arrow-select
Use this commandTo do this
DisableTemporarily turn off the rule. (Use this command if you may want to use the rule in the future.)
EditRename or change the criteria for the rule.

You can also use this command to access the Customize Email link so that you can make changes to the subject, body, or columns included.
CloneCreate a copy of the rule.
Unsubscribe

Stop receiving the alert.

TIP: You can also unsubscribe directly from the alert or action that you receive by clicking the Unsubscribe link next to the “Don't want to receive this notification?” text at the bottom of the message.

DeleteDelete the rule completely. (This cannot be undone.)

Manually Send an Update Request

To manually send an update request for rows:

  1. In your sheet, select the rows to be updated.
  2. Right-click on one of the selected rows and choose Send Update Request. The Send Update Request form appears.
  3. Type the email addresses of the recipients in the To field. Use a semicolon to separate multiple email addresses.
  4. Customize columns included and delivery frequency, then click Send.

That’s it! Now people will receive an update request in an email message, mobile push notification, and in the computer browser application (depending on their account settings). See Notification Center: Receive Alerts Directly Within Smartsheet for details on how you can receive alerts.


Fields That You Can't Update From an Update Request

Depending on the how cells in a sheet are being used, information can't be edited from an update request. These cells can only be edited in the sheet directly (by signing in to Smartsheet).

The following fields will appear as read-only in an update request:

  • Fields that contain formulas
  • Start Dates and Finish Dates with a dependency (Although, the Duration field can be edited.)
  • Predecessors (This field won't appear in an update request.)
  • Locked rows or columns
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