Control who receives alerts and requests

Plan-level automation controls

1. Log in to Admin Center.
2. Select the Menu icon at the upper-left corner of the screen.
3. Navigate to Settings > Security Controls > Permissions.

Only a System Admin can access this setting.

Sheet-level automation controls

The sheet Owner or Admin can control who can receive alerts and requests on the sheet.

To receive alerts and requests via chat (Slack, Google Chat, Microsoft Teams), make sure that automation settings are unrestricted on both the account- and sheet-level.

To change sheet-level notifications: 

1. Select Automation > Manage automation workflows. 
2. Select Settings. 
3. In the Automation Permission window, choose your desired settings for notifications:
   • Restricted (Default): Only people who can view the sheet and have logged into Smartsheet get notifications.

   • Limited: People who are in your Smartsheet account, as well as people who can view the sheet from within Smartsheet, get notifications. 

     Adding an email address to your contacts doesn't automatically make a person available in your account. You also need to add them as a user.

   • Unrestricted: Anyone can get notifications, even if they’re not shared on the sheet.

     If the account-level permissions are set to Limited or Restricted, some of these settings may be unavailable. If you can't set your desired sheet-level alert and action settings, contact your System Admin to adjust them at the account level.

Recipient doesn't receive automation workflow notifications

Here are a few things you can try if Smartsheet notifies you that one or more users won't receive notifications.

Share the intended recipient to the sheet

1. Open the sheet and select Share.
2. In the Invite Collaborators field, type the email address of the person you want to share the sheet with.
3. Set the desired sharing permission for them.
4. Enter a personal message for the person in the Invite Details section to provide more context about your sheet.
5. Select Share Sheet.

Change your settings to be less restrictive

If you create an alert to go out to people not shared to your sheet, edit your Alert & Action settings to be less restrictive. Consider doing this if you removed someone's access to the sheet but still want them to receive alerts.

1. Open the sheet and select Automation > Manage automation workflows.
2. Select Settings.
3. Choose a less restrictive setting (for example, Unrestricted).

Edit your notification recipient list

1. Open the sheet and select Automation > Manage automation workflows.
2. Double-click the rule (A message in red text indicates that a recipient was removed).
3. Modify the recipient list as needed.

If you copy a sheet with alerts configured for specific people who aren't shared to the new sheet, update the workflow recipient list to remove these people if you no longer want them to receive alerts.

Confirm Allow List email addresses

Check with the System Admin on your account to ensure all the appropriate email addresses are on the Allow List for your organization.

To find your System Admin's email address, select your profile icon in Smartsheet and select Account Admin.