Follow the step-by-step instructions to set up an update request.
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Send update requests to get updated by any collaborator on key rows, regardless of whether they have a Smartsheet account or are shared to the sheet. Choose which columns you would like collaborators to see in your requests, and send them at specific times or on a recurring basis. Colleagues, contractors, consultants, clients, and others can all easily respond on any device by using a simple form to add or change information.
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Request updates with workflows
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Automate update requests to keep task owners informed and ensure progress stays on track. Create a workflow that sends an update request when someone assigns a task or when specific fields require an update.
You can build the workflow from scratch or start with a template from the workflow gallery and customize it as needed.
Users with editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient.
To automate update requests
- On the menu bar, select Automation > Create from template.
- Select Request an update every week.
- Select Use template.
Customize the template as needed.
Depending on your automation permissions, you can send an update request to anyone with an email address—even if they aren't shared to the source sheet.
If you send update requests to a deactivated user, they get an error message when opening the request.
Manage pending update requests
If a row has pending updates, the system highlights the icon in the Row Action Indicators column.
To manage pending update requests for the row
- In the Row Action Indicators column, select View pending update request for this row
.
The Update Requests dialog appears, displaying pending updates for the selected row.
Use this dialog to:
- View actions you take on the update request: Hover your pointer over the row. Then, in the right side of the row, select
. - View the update request details in two ways:
- Select the row.
- Hover your pointer over the row. Then, select > Details.
- Sort the requests: Select the headers. For example, to sort the requests by date, select Sent.
Delete the update request: Hover your pointer over the row. Then, select
> Details.
Only sheet Owners and Admins can delete an update request.
See how to Manage and Track Requests in Table View.
Read-only fields in update requests
You can't edit certain information from update requests unless you sign in to Smartsheet and access the sheet directly.
The following fields appear as read-only in an update request:
- Fields with formulas.
- Start Dates and Finish Dates with a dependency, but you can edit the Duration field.
- Predecessors don't appear in an update request.
- Locked columns.
Locked rows and columns in update requests
- If you're a recipient with Editor-level permissions or lower, locked rows appear in the update request, but you can't edit them.
- If you're the sheet Owner or Admin: You can edit locked rows from the update request.