Automated Workflows https://help.smartsheet.com/ en Automate processes with visual workflows https://help.smartsheet.com/articles/2479061-automate-processes-end-to-end-with-visual-workflows <span class="field field--name-title field--type-string field--label-hidden">Automate processes with visual workflows</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>You can automate a significant amount of work and processes with a series of connected actions, such as approvals that are visually represented on a single screen. Here’s an example of a powerful automation that can be achieved in a single workflow:</p> <ol> <li>A technical writer finishes a rough draft and marks their task as complete in Smartsheet. </li> <li>This triggers an approval request to be sent to the appropriate tech reviewer based on the topic of the article.</li> <li>When the tech reviewer approves the draft, another approval request is automatically sent to the web team to review and approve the new article for publishing. </li> <li>When published, the content director receives an automated alert that the new content has been published.</li> </ol> <ul> </ul> <hr /> <h3>Set up your workflow</h3> <p>The workflow gallery includes templates for commonly used automation scenarios. Each template includes tips on how to customize it for your purposes. You can build workflows from scratch, but the templates provided can help you use automated workflow processes in no time. </p> <h4>To access the template gallery:</h4> <ul> <li>In the upper-left corner of your sheet, select <strong>Automation </strong>and then select <strong>Create workflow from template...</strong></li> </ul> <h4>To create a workflow from scratch:</h4> <ul> <li>In the upper-left corner of your sheet, select <strong>Automation </strong>and then select <strong>Create workflow...</strong><br /> <br /> The workflow editor appears.<br /> <br /> <img alt="Action Block" data-entity-type="file" data-entity-uuid="33b63dc7-c078-4e19-b9dc-13891b01f411" src="/sites/default/files/inline-images/Action-Block.png" width="346" height="569" loading="lazy" /></li> </ul> <p>In the workflow editor, you can configure the trigger block, condition paths and blocks, and action blocks to build your workflow.</p> <ul> <li>In a workflow, a block refers to any object which occupies space in the workflow editor.</li> <li>Blocks are connected by paths indicated by the arrowed lines between blocks. There can be multiple conditional paths in a single workflow which lead to different outcomes or actions based on the conditions of each path.</li> </ul> <h3>Customize your workflow with condition and action blocks and paths </h3> <p>Select the Add button <img alt="add button" data-entity-type="file" data-entity-uuid="035ee1f1-f2b6-45ef-b59f-c87ebc145049" src="/sites/default/files/inline-images/add%20button.png" width="34" height="34" loading="lazy" /> to insert new paths and blocks to the workflow to meet your needs:</p> <ul> <li><strong>Add a condition:  </strong>Filter which rows are included in the workflow path</li> <li><strong>Add a new condition path: </strong>Define an alternate route for your workflow to take if the first condition isn’t met</li> <li><strong>Add an action: </strong>Define what you want your workflow to do when your conditions are met</li> </ul> <p>TIPS:</p> <ul> <li>When there are multiple paths, each condition block at the beginning of each path is evaluated in sequence from left to right. The leftmost condition block that the row meets will define which path the row takes through the workflow, immediately evaluating any subsequent condition and action blocks on the chosen path.</li> <li>At least one action block must be added at the end of each path. After an action block, you can define additional conditions and paths if needed as long as they are followed by another action block. </li> </ul> <p><span class="note">To prevent infinite approval loops, cells that contain <a href="/articles/2476606">cross-sheet formulas</a> or <a href="/articles/861579#Inbound_Outbound_Links">cell links</a> will not trigger an automation which automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request). To work around this, consider using <a href="/articles/2479241">time-based automation</a> or <a href="/articles/2479396">recurrence</a> workflows.</span></p> <h3>Trigger blocks: Define what kicks off your workflow</h3> <p>You can define the criteria that will trigger your workflow. Triggers include:</p> <ul> <li>When a row is added or changed</li> <li>When a row is changed</li> <li>When a row is added (this won't trigger for changes in existing rows)</li> </ul> <p>Select <strong>Specify a change</strong> to ensure that only certain changes in the columns you choose will trigger the workflow. For example, you can create a workflow that is only triggered when a row is marked “Complete” in the Status column.</p> <p>In the <strong>Run workflow</strong> dropdown, you can adjust whether the workflow will run immediately, hourly, daily, or weekly when triggered. Workflows set to run daily will evaluate changes to the sheet and execute between <em>12:00 AM and 4:00 AM</em> in the sheet Owner’s timezone. (Weekly workflows will run on Friday’s between <em>12:00 AM and 4:00 AM.</em>)</p> <blockquote> <p>If multiple rows are changed when the sheet is saved within the timeframe of the selected frequency, then the workflow will run for every row that meets the trigger criteria.</p> </blockquote> <p><img alt="trigger block" data-entity-type="file" data-entity-uuid="c04b232b-1445-4462-b969-38c8018f630d" src="/sites/default/files/inline-images/trigger-block.png" width="450" height="272" loading="lazy" /></p> <h3>Action blocks: Specify what kind of automation is triggered</h3> <p>With an action block, you can choose what type of alert, request, or other automation you want your workflow to perform when triggered. Use the following table as a reference for what types of actions these perform.</p> <table border="1" cellpadding="1" cellspacing="1" style="width: 0px;"> <tbody> <tr> <td>Use this type of alert or action</td> <td>In this situation</td> </tr> <tr> <td>Alert</td> <td> <p>To be notified on key changes in specific columns</p> <p>For a person to be notified when they’re assigned to a new task</p> <p>To know when columns are set to a specific value (for example, a Status dropdown column is set to “Blocked”)</p> </td> </tr> <tr> <td>Approval Request</td> <td> <p>For sign-off from a key stakeholder on a specific task</p> <p>For someone to approve or decline an item (for example, Director approval on a project proposal)</p> <p>For approval on an item that meets a certain criteria (for example, Finance approval when an item's cost is over a certain amount</p> </td> </tr> <tr> <td>Update Request</td> <td> <p>To automatically ask for the latest information for a current item once a value changes in a specific column (for example, when the status on a row changes to “In Progress,” request that the assignee update the Start date)</p> <p>To automatically request an update to multiple cells in a row<br /> NOTE: If the update request recipient is the sheet Owner or shared with Admin-level permissions, locked rows and columns will be editable from the update request.</p> </td> </tr> <tr> <td>Automatic Row Lock</td> <td> <p>To prevent further edits after an item has been approved</p> <p>To prevent further edits after a task has been completed or closed</p> </td> </tr> <tr> <td>Automatic Row Unlock</td> <td> <p>Mitigate mistakes in your process by preventing items from being edited until prerequisite steps are completed</p> </td> </tr> </tbody> </table> <p>When you add an action block, you’ll choose which type of action you’d like to use. If you select an action type and you’d like to change it, then click the <strong>Menu icon</strong> in the upper-right corner of the block to change the action.</p> <blockquote> <p>After clicking the Menu icon, you van click <strong>Advanced options</strong> to configure which columns are displayed in the alert or request.</p> </blockquote> <p><img alt="Action Block Delivery" data-entity-type="file" data-entity-uuid="abae1c0f-7120-4db3-b756-f741308b4ed0" src="/sites/default/files/inline-images/action-block-delivery.png" width="450" height="173" loading="lazy" /></p> <h3>Request approvals in sequence</h3> <p>If you want to request approval from stakeholders and set up actions sent in sequence rather than all at once, you can set up multiple Approval Requests in a single path. Approval Requests will pause the workflow until they are Approved or Declined. Once the Approval status is updated, the workflow will continue through subsequent conditions and actions on the path defined by the outcome of the Approval Request.</p> <blockquote> <p>Actions connected to the outcome of an Approval Request are executed by the Approval Request status entering Approved or Declined and do not take into account any of the conditions defined before the Approval Request. Since the workflow trigger and subsequent condition blocks between the trigger and the Approval Request can be bypassed if someone manually changes the approval status column in the sheet, it is best practice to either lock your Approval status columns in the source sheet, or refrain from sharing the sheet to people that you need approval from.</p> </blockquote> <p><img alt="Approval Path" data-entity-type="file" data-entity-uuid="40d89a6d-6ab2-4e90-97b5-bdff8e107f8c" src="/sites/default/files/inline-images/approval-path.png" width="450" height="304" loading="lazy" /></p> <h3>Condition Blocks: Filter what you send </h3> <p>Between trigger blocks and action blocks, you can define conditions to filter which rows will be included in the resulting alert or action. You can also add conditional paths to define different alerts and actions in your workflow based on the criteria you specify. For example, when a new IT request ticket is added to a sheet through a form, you can send different alerts and requests to specific recipients depending on the department, priority, and request type specified in the ticket.</p> <p><img alt="condition block" data-entity-type="file" data-entity-uuid="12ab1a20-3d6b-443d-9690-bbf3d2614be3" src="/sites/default/files/inline-images/Condition-Path.png" width="500" height="461" loading="lazy" /></p> <blockquote> <p>Within a condition block, you can click the <strong>blue text</strong> between your conditions to define whether only one condition needs to be met (<em>or</em>) or all conditions must be met (<strong>and</strong>) before the row is included in the alert or request. If you want to mix and with or conditions, create multiple condition blocks on a single path.</p> </blockquote> <hr /> <h3>Best practices for workflows</h3> <h4>Set your triggers an hour ahead</h4> <p>Set your trigger to take place an hour before the action should take place. This will ensure that technical issues don't prevent the action from taking place on time.</p> <h4>Name and save your workflows</h4> <p>Once you’ve defined the workflow trigger, conditions, paths, alerts, and actions, you’ll be able to save your workflow. Type a name your workflow using the text field on the upper-right of the workflow editor so that you know what the workflow is used for.</p> <h4>Edit, clone, or delete workflows</h4> <p>After you’ve saved the workflow, you’ll see it listed on the Manage Alerts &amp; Actions window. (Select <strong>Automation &gt; Manage Workflows...</strong> ) In this window, you can deactivate (or activate), edit, clone, or delete a workflow.</p> <p>When you clone a workflow, make sure you modify any approval requests so they’re either stored in a new column or use new values when approved or declined. If you don't change the way approval requests are configured in the clone, approvals in your original workflow may trigger approval requests in the new workflow.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 02/04/2019 - 13:17</span> Mon, 04 Feb 2019 21:17:17 +0000 Shaine Greenwood 2479061 at https://help.smartsheet.com Overview: Automated workflows https://help.smartsheet.com/articles/2476191-overview-automated-workflows <span class="field field--name-title field--type-string field--label-hidden">Overview: Automated workflows</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>With Smartsheet, you can quickly create workflows to automate the repetitive, manual tasks that dominate your day. Get started with guided workflow templates to quickly and easily set up your first automation to collect updates, track due dates, and more.</p> <h3>Workflow ideas</h3> <p>The workflow template gallery makes it easy to create workflows for common actions. The gallery includes tips on when to use the workflow and how to customize each template.<br /> <br /> Here are a few examples:</p> <div> <table class="tablesaw tablesaw-stack" data-tablesaw-mode="stack" data-tablesaw-minimap=""> <colgroup> <col /> <col /> </colgroup> <thead> <tr> <th scope="row" role="columnheader" data-tablesaw-priority="persist"> <p>Use this template</p> </th> <th scope="col" role="columnheader"> <p>To do this</p> </th> </tr> </thead> <tbody> <tr> <th scope="row" role="columnheader"> <p>Alert someone when specified criteria are met</p> </th> <td> <p>Let someone know you’ve assigned them a task or changed a date</p> </td> </tr> <tr> <th scope="row" role="columnheader"> <p>Remind someone on a specific date</p> </th> <td> <p>Remind stakeholders as critical dates approach </p> </td> </tr> <tr> <th scope="row" role="columnheader"> <p>Request an update every week</p> </th> <td> <p>Collect weekly status reports and keep projects up-to-date</p> </td> </tr> <tr> <th scope="row" role="columnheader"> <p>Move a row to another sheet when specified criteria are met</p> </th> <td> <p>Automatically move rows to another sheet when something changes, like when a task is completed, a status is updated, or a team is assigned a new task.</p> </td> </tr> </tbody> </table> </div> <p>These examples are just a starting point; you can customize each template to meet your workflow scenarios. To get started, in the upper-left corner of your sheet, select <strong>Automation</strong> &gt;<strong> Create workflow from template</strong>.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/426" typeof="schema:Person" property="schema:name" datatype="" content="gwyneth.casazza@smartsheet.com">gwyneth.casazz…</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 02/13/2017 - 14:58</span> Mon, 13 Feb 2017 22:58:25 +0000 gwyneth.casazza@smartsheet.com 2476191 at https://help.smartsheet.com Set notification preferences for your account https://help.smartsheet.com/articles/2479931-trigger-automated-workflows-on-the-changes-you-make <span class="field field--name-title field--type-string field--label-hidden">Set notification preferences for your account</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>You can control whether or not you receive notifications for your changes by adjusting your personal settings.<br /> <br /> If you’ve set up an alert with yourself as the recipient, but you're not notified when you edit the sheet, you’ll want to turn on notifications for changes you make.</p> <p>In Smartsheet:</p> <ol> <li>Click <strong>Account &gt; Personal Settings.</strong></li> <li>Select <strong>Notifications</strong> in the Personal Settings window.</li> <li>Check <strong>Include my changes in sheet notifications </strong>(under sheet Change Notification Settings).</li> </ol> <p><span class="note"><strong>Include my changes in sheet notifications</strong> will only filter out change-based alerts, and does not filter out time-based automation.</span></p> <p><img alt="Receive changes on your changes you make" data-entity-type="file" data-entity-uuid="067789d1-8cc0-42ef-8254-2e1761346512" src="/sites/default/files/inline-images/receive-changes-on-self.png" width="500" height="298" loading="lazy" /></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 07/12/2019 - 16:28</span> Fri, 12 Jul 2019 23:28:51 +0000 Shaine Greenwood 2479931 at https://help.smartsheet.com Ensure Continuous Project Execution With Recurring Automation https://help.smartsheet.com/articles/2479396-ensure-continuous-project-execution-with-recurring-automation <span class="field field--name-title field--type-string field--label-hidden">Ensure Continuous Project Execution With Recurring Automation</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>You can schedule a recurring workflow to ensure that your workflow runs for the rows that meet your conditions on a regular basis. For example, request <em>daily</em> updates on overdue tasks from the assigned team members.</p> <p>To create a recurring automated workflow in your sheet:</p> <ol> <li>Click <strong>Automation</strong> from the menu and create a new workflow or edit an existing workflow. (See <a href="/articles/2476191">Save Time and Work Faster With Automated Workflows</a> for more information about creating and editing workflows.)</li> <li>In the Trigger block of your workflow, select <strong>When a date is reached.</strong></li> <li>Click <strong>Run once &gt; Custom.</strong><br /> <br /> <img alt="recurrence custom button" data-entity-type="file" data-entity-uuid="d8b6cd0f-5c84-4465-9c36-220888aa35e9" src="/sites/default/files/inline-images/recurrence-custom-button.png" width="350" height="230" loading="lazy" /><br />  </li> <li>In the Custom Recurrence form, select the desired cadence (daily, weekly, monthly, annually) for your workflows to trigger.<br /> <br /> TIP: You can also have your workflow end after a certain date or specific amount of executions.<br /> <br /> <img alt="Recurrence" data-entity-type="file" data-entity-uuid="8b5291df-be19-4275-a7fd-6518491c29d6" src="/sites/default/files/inline-images/recurrence-settings.png" width="430" height="524" loading="lazy" /></li> <li>Click <strong>Done</strong>.</li> </ol> <p> </p> <p>That’s it! Your workflow will now execute at the recurrence you specify. To control which rows your workflow will include when it runs, take a look at the <a href="/articles/2479251">Condition Blocks: Filter What Your Automated Workflows Send Help Center article</a>.</p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 05/13/2019 - 13:06</span> Mon, 13 May 2019 20:06:40 +0000 Shaine Greenwood 2479396 at https://help.smartsheet.com Remind yourself about specific tasks https://help.smartsheet.com/articles/2481611-remind-yourself-about-specific-tasks <span class="field field--name-title field--type-string field--label-hidden">Remind yourself about specific tasks</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>With row-level reminders, you can alert yourself or others about specific tasks in your sheet. For example, set a reminder for the estimated start date on a specific task to stay on track with your project.</p> <p><meta charset="utf-8" /></p> <h4 dir="ltr"><meta charset="utf-8" /></h4> <h2 dir="ltr">Create row-level reminders</h2> <p dir="ltr">To create a row-level reminder:</p> <ol> <li dir="ltr"> <p dir="ltr" role="presentation">On the row you’d like to set a reminder for, select the bell icon in the row action indicator column <img src="https://lh6.googleusercontent.com/KahTX01zbea2erHVp_d2F5tU9CInUXxJkwrqU3ELrt20dgdOQbT8uCmPqfXBoclBsFCFdW5DlqWrLElqqkR3hdbSRP-yy0ftdcUAMl49OjNnu_HEpSTWDAfzwwJ5CT6fLOZkhzl1" /> If you’ve never set a reminder before, you’ll need to right-click the row number and select <strong>Set Reminder...</strong> from the context menu.<br /> <br /> The <strong>New Reminder</strong> window appears<br /> <br /> <img alt="New Reminder" data-entity-type="file" data-entity-uuid="8f76d028-2b5f-4952-b5e3-1eb256b09665" src="/sites/default/files/inline-images/NewReminder.jpg" width="342" height="448" loading="lazy" /></p> </li> <li dir="ltr"> <p dir="ltr" role="presentation"><meta charset="utf-8" />Select <strong>Save</strong></p> </li> </ol> <p>You’ve now created a row-level reminder to alert yourself of this task. For any row with a reminder, you’ll see the bell icon in the Row Action Indicators column <img src="https://lh4.googleusercontent.com/denntrG6hRkTL5f1VVKvOjsKaWgwkvGjR0vF7IhZfcXOHB2bHRRUwknXnlFEIsBgsTI-q2e9DcjnuZGU2PXWukMJ7H3RAVjgVrxOhl7oLz0BAflpmb-XelrJB612-TWOAf1UGwEB" /></p> <h2>Modify your reminder to make it more dynamic</h2> <p>To make changes to existing reminders, select the bell icon for any row that already has a reminder. The <strong>Reminders </strong>window appears.</p> <p><img alt="Reminders" data-entity-type="file" data-entity-uuid="cc8ad28a-6180-4c3b-a5e7-338e70986f7d" src="/sites/default/files/inline-images/Reminders.jpg" width="438" height="349" loading="lazy" /></p> <p><meta charset="utf-8" /></p> <p dir="ltr">In the <strong>Reminders </strong>window, you have the ability to delete or edit reminders:</p> <ul> <li dir="ltr"> <p dir="ltr" role="presentation">Recipient: Select the contact or column name that is associated with the current recipient</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Timing: Send the reminder <strong>before</strong>, <strong>on</strong>, or <strong>after </strong>the specified date.</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Date Trigger: Select the date button to change the specific date or date column that drives the reminder</p> </li> <li dir="ltr"> <p dir="ltr" role="presentation">Custom Message: Select <strong>edit message</strong> to create a custom message for the recipient of the reminder</p> </li> </ul> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/104356" typeof="schema:Person" property="schema:name" datatype="">max.furukawa</span></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 02/24/2020 - 14:15</span> Mon, 24 Feb 2020 22:15:32 +0000 max.furukawa 2481611 at https://help.smartsheet.com Trigger frequent, change-based automations in batches https://help.smartsheet.com/articles/2479291-trigger-frequent-change-based-automations-in-batches <span class="field field--name-title field--type-string field--label-hidden">Trigger frequent, change-based automations in batches</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p style="line-height:1.38; margin-bottom:13px">You can set up the frequency of change-based workflows to <strong>Hourly</strong>, <strong>Daily</strong>, or <strong>Weekly</strong>. </p> <h3 style="line-height:1.38; margin-top:21px; margin-bottom:5px"><span style="font-size:13.999999999999998pt; font-variant:normal; white-space:pre-wrap"><span style="font-family:Arial"><span style="color:#434343"><span style="font-weight:700"><span style="font-style:normal"><span style="text-decoration:none">Before you begin</span></span></span></span></span></span></h3> <p style="line-height:1.38"><span style="font-size:11pt; font-variant:normal; white-space:pre-wrap"><span style="font-family:Arial"><span style="color:#000000"><span style="font-weight:400"><span style="font-style:normal"><span style="text-decoration:none">Here are a few things you might want to know before setting up the frequency of your workflow:</span></span></span></span></span></span></p> <h4 style="line-height:1.38; margin-top:19px; margin-bottom:5px">There are some tasks you can’t do with hourly, daily, or weekly workflows</h4> <p>If your workflow is set to <strong>Hourly</strong>, <strong>Daily</strong>, or <strong>Weekly</strong>, you can’t use any of these action types:</p> <ul> <li aria-level="1">Clear cell value</li> <li aria-level="1">Assign people</li> <li aria-level="1">Record a date </li> <li aria-level="1">Move rows </li> <li aria-level="1">Copy rows </li> <li aria-level="1">Lock rows </li> <li aria-level="1">Unlock rows </li> <li aria-level="1">Request an approval</li> </ul> <p style="line-height:1.38">If you have any of these action types in your workflow, set it to <strong>Hourly</strong>, <strong>Daily</strong>, or <strong>Weekly</strong>, and then save it. The app will prompt you to do either of these tasks:</p> <ul> <li aria-level="1">Save the workflow with the <strong>When triggered</strong> setting, or</li> <li aria-level="1">Return to editing the workflow.</li> </ul> <p><span class="note">Also, you won’t be able to use <a href="https://help.smartsheet.com/articles/2477796">placeholders</a> for workflows that run hourly, daily, or weekly. </span></p> <h4 style="line-height:1.2; margin-top:19px; margin-bottom:5px">Batching workflows for Notifications, and Update and approval requests</h4> <p>You can only batch workflows to run <strong>Hourly</strong>, <strong>Daily</strong>, or <strong>Weekly</strong> for <strong>Notifications</strong>, and <strong>Update and approval requests</strong> action types without <strong>If approved</strong> or <strong>If declined</strong> actions.</p> <h4>Workflows will run for every row that meets the trigger criteria</h4> <p>This app behavior is triggered when you or other sheet collaborators save changes to multiple sheet rows within the time frame of the workflow frequency. </p> <p>All users subscribed to the workflow will receive a single notification with up to 100 rows in grid format.</p> <h4>When do workflows run?</h4> <p>Schedules of workflows and alert messages depend on the workflow frequency you set up:</p> <table border="1" cellpadding="1" cellspacing="1" style="width: 500px;" class="tablesaw tablesaw-stack" data-tablesaw-mode="stack" data-tablesaw-minimap=""> <thead> <tr> <th scope="row" role="columnheader" data-tablesaw-priority="persist">Workflow frequency</th> <th scope="col" role="columnheader">Daily</th> <th scope="col" role="columnheader">Weekly</th> </tr> </thead> <tbody> <tr> <th scope="row" role="columnheader">When the workflow runs and goes through sheet changes</th> <td>12:00 a.m. to 11:59 p.m.</td> <td>Between 12:00 a.m. on Friday of the current week and 11:59 p.m. on Thursday of the following week </td> </tr> <tr> <th scope="row" role="columnheader">When the workflow delivers alert messages</th> <td>Between 12:00 a.m. and 4:00 a.m., day after the workflow runs</td> <td>Between 12:00 a.m. and 4:00 a.m. on Friday of the following week</td> </tr> </tbody> </table> <p>Here’s an example of how a <strong>weekly workflow</strong> works: You created a weekly workflow on March 16, 2022 (Wednesday). It will run and evaluate sheet changes from March 18, 2022 (Friday) to March 24, 2022 (Thursday). After going through the sheet changes, it will deliver the alert message about the sheet changes on March 25, 2022 (Friday).</p> <h3 style="line-height:1.38; margin-top:21px; margin-bottom:5px">To set up the frequency of your workflow</h3> <ol> <li aria-level="1">In the <strong>Trigger</strong> block, make sure that the <strong>Trigger</strong> field is set to any of these options: <ul> <li aria-level="2"><strong>When rows are added or changed</strong></li> <li aria-level="2"><strong>When rows are added</strong></li> <li aria-level="2"><strong>When rows are changed</strong></li> </ul> </li> </ol> <p><span class="note">You won’t see the <strong>Hourly</strong>, <strong>Daily</strong>, and <strong>Weekly</strong> options if your Trigger block is set to <strong>When a date is reached</strong>. </span></p> <ol start="2"> <li aria-level="1">Select any of these <strong>Run workflow</strong> options: <ul> <li aria-level="2"><strong>Hourly</strong></li> <li aria-level="2"><strong>Daily</strong></li> <li aria-level="2"><strong>Weekly</strong></li> </ul> </li> </ol> <p><span class="tip">Set your trigger to take place an hour before the action should take place. This will ensure that technical issues don't prevent the action from taking place on time.</span></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Thu, 04/25/2019 - 12:12</span> Thu, 25 Apr 2019 19:12:54 +0000 Shaine Greenwood 2479291 at https://help.smartsheet.com Request approvals from stakeholders https://help.smartsheet.com/articles/2479276-request-approval-from-stakeholder-%20in-sequence <span class="field field--name-title field--type-string field--label-hidden">Request approvals from stakeholders </span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>You can request multiple approvals and create an order for those approvals. Approval requests pause the workflow at each step until the request is approved or declined. At each approval or rejection, conditions and actions on the path determine what will happen next. </p> <p>For example: </p> <ul> <li>A training request is approved by an employee’s manager </li> <li>The approval automatically triggers an approval request, sent to the HR Director for final confirmation. <br /> or</li> <li>If the training request is declined by the manager, an update request goes to the employee so they can modify or add additional information to the request.</li> </ul> <h3>Set up your approval workflow</h3> <p>With your sheet open:</p> <ol> <li>Select <strong>Automation &gt; Create workflow from template...</strong></li> <li>From the <strong>Update and Approval Requests </strong>section select <strong>Request an approval when specified criteria are met... </strong>and then select <strong>Use template</strong>.</li> <li>In the trigger block, set the criteria that cause the workflow to automatically fire. (More information on <a href="/articles/2479236">trigger block</a>.)</li> <li>You can also create condition blocks that filter the specific rows to be included in the delivery of the approval request. (More on <a href="/articles/2479251">condition blocks</a>.)</li> <li>In the action block, select the first batch of stakeholders (this can be one or multiple people) that need to provide approval.</li> <li>Click the Add buttons under <strong>If Approved</strong> and <strong>If Declined</strong>, then define the additional actions that you’d like to see fire depending on what the stakeholders choose when they receive the approval request.<br /> <br /> <img alt="Approval workflow" data-entity-type="file" data-entity-uuid="4ff0322f-64dc-499a-ac8b-bf5fc5096cfb" src="/sites/default/files/inline-images/approval-workflow.png" width="500" height="459" loading="lazy" /></li> </ol> <p>That's it! Your workflow now has multiple, connected actions based on an Approve or Decline state from an initial approval request.</p> <hr /> <h3>Approval workflow behavior</h3> <ul> <li>If approval columns and values are re-used across workflows, you may receive duplicate alerts. To prevent this, use different approval values or add conditions after each approved or declined request.</li> <li>Since the workflow trigger and subsequent condition blocks between the trigger and the Approval Request can be bypassed if someone manually changes the approval status column in the sheet, it is a best practice to either lock your Approval status columns in the source sheet, or refrain from sharing the sheet directly with people from whom that you need approval.</li> </ul> <p><span class="tip">To prevent infinite approval loops, cells with cross-sheet formulas or cell links won’t trigger the approval request. To work around this, <a data-remove-tab-index="true" data-sk="tooltip_parent" data-stringify-link="https://help.smartsheet.com/articles/2479266-automatically-request-updates-on-tasks" delay="150" href="https://help.smartsheet.com/articles/2479266-automatically-request-updates-on-tasks" rel="noopener noreferrer" tabindex="-1" target="_blank">create an update request</a>.</span></p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Wed, 04/24/2019 - 16:56</span> Wed, 24 Apr 2019 23:56:58 +0000 Shaine Greenwood 2479276 at https://help.smartsheet.com Automatically request updates on tasks https://help.smartsheet.com/articles/2479266-automatically-request-updates-on-tasks <span class="field field--name-title field--type-string field--label-hidden">Automatically request updates on tasks</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Have actions trigger an automatic request for someone to update a portion of a sheet with the latest information. For example, when someone is assigned to a task, you can automatically send an update request to them to update the Status and Estimated Effort fields for that task.</p> <p>You can build the workflow from scratch or you can use the template provided in the workflow gallery and customize it to suit your needs. </p> <ol> <li>On the upper-left of your sheet, select <strong>Automation &gt; Create workflow from template... </strong></li> <li>From the <strong>Featured </strong>section, select <strong>Request an update every week </strong>and then select <strong>Use template</strong>. <br /> <span class="note">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. See <a href="/articles/1155182">Sharing Permission Levels</a> and <a href="/articles/2476586">Control Who Is Notified About Alerts and Requests</a> for more information on how this works.</span></li> <li>Customize the template as needed. </li> </ol> <h3>Manage pending update requests</h3> <p>Pending update requests are indicated with an icon in the right <a href="/articles/2480241-column-type-reference">row action indicator column</a>. Select the icon to view pending update requests for the row. </p> <ul> <li>Hover over the row to see actions you can on the update request.</li> <li>Select the row to see the update request details.</li> <li>Select the headers to sort requests. For example, click <strong>Sent</strong> to sort requests by the sent date.</li> </ul> <h3>Request fields appear as read-only</h3> <p>Some information can't be edited from an update request depending on how cells in a sheet are being used. These cells can only be edited in the sheet directly by signing in to Smartsheet.</p> <p>The following fields will appear as read-only in an update request:</p> <ul> <li>Fields that contain formulas</li> <li>Start Dates and Finish Dates with a dependency (the Duration field can be edited)</li> <li>Predecessors (this field won't appear in an update request)</li> <li>Locked columns</li> </ul> <h3>How locked rows and columns appear in requests</h3> <ul> <li>Locked rows will be sent in an update request if the recipient has Editor-level sharing permissions or lower, but the recipient will not be able to make any edits.</li> <li>If the update request recipient is the sheet Owner or shared with Admin-level permissions, locked rows and columns will be editable from the update requests</li> </ul> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Wed, 04/24/2019 - 16:55</span> Wed, 24 Apr 2019 23:55:17 +0000 Shaine Greenwood 2479266 at https://help.smartsheet.com Customize the content of your alerts and requests https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests <span class="field field--name-title field--type-string field--label-hidden">Customize the content of your alerts and requests</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>You can make it easy for people to understand alerts and requests by including customized messages and placeholders. You can also limit the information you send so the recipient only sees what they need.</p> <p><span class="note">To use dynamic placeholders in a change-based workflow, you must set the <strong>Trigger</strong> block to <strong>When triggered</strong>. </span></p> <p>You can set workflows to run weekly, daily, or at specific times in the day. Need a refresher on how to create new workflows? Check out the <a href="https://help.smartsheet.com/articles/2476191">Overview: Automated workflows</a> article.</p> <h4>To edit an existing workflow </h4> <ol> <li aria-level="1">In the upper-left area of the sheet, select <strong>Automation </strong>&gt; <strong>Manage workflows</strong>.</li> <li aria-level="1">Hover over the workflow you want to edit, and then select <strong>Edit</strong>. </li> </ol> <p>Once you’re in the workflow builder, you can start editing the alert message content.</p> <h3>Customizing a message in a workflow</h3> <p>Select <strong>Customize message</strong>, and type your message in the fields that appear. </p> <p>Keep these things in mind as you write custom messages:</p> <ul> <li aria-level="1">To create placeholders and further customize the message, use braces (e.g.,<strong> {{Task Name}}</strong>).</li> <li aria-level="1">The <strong>Customize message</strong> box has a limit of 2,000 characters. </li> <li aria-level="1">When you select <strong>Message only</strong>, a custom message is required. Otherwise, the message body is optional.</li> </ul> <p><img src="https://lh6.googleusercontent.com/zCXFDi-KO9n8LXrHmUH0U6NlO17jON38aw0vjNjQRQbQKTP99yhAnBOZNCIfgmuzNw0bypYyAIXtXwJo-nXZNAtXjrRfENvi9e8DEmbPfBYRvvpwti1jxOJdWfeSCKQi2PxAV8A3" /></p> <h3>Selecting what’s included in an alert or request </h3> <h4>In the Message includes section </h4> <p>Select what you want to include with the alert:</p> <ul> <li aria-level="1"><strong>Links to sheet and all fields:</strong> Include all fields in sheet </li> <li aria-level="1"><strong>Links to sheet and specific fields:</strong> Choose only the fields the user(s) needs to see </li> <li aria-level="1"><strong>Message only:</strong> Use this if you only need to add a message in the alert</li> </ul> <p><span class="tip">If you’re working with people who don’t use Smartsheet, choosing the <strong>Links to sheet and all fields</strong> option can be helpful.</span></p> <h4>Comments and attachments in alerts</h4> <p>For alert actions in time-based workflows, comments and attachments will never be included. For alert actions in change-based workflows, they‘ll only appear when the attachment or comment is modified at the time of the trigger event. Attachments and comments that existed prior to the trigger event are not included. </p> <p>For update request and approval request actions, all new and existing attachments and comments are included.</p> <h3>Tips for working with placeholders</h3> <p>When you use placeholders (i.e., field names in braces), Smartsheet adds the unique cell data for them to the alert message for the row. Instead of sending one alert message with several rows in it, Smartsheet will send separate alerts for each row.</p> <p>Keep the following in mind as you work with placeholders:</p> <ul> <li aria-level="1">When using placeholders with the <strong>Approval Requests</strong> alert, Smartsheet generates a separate notification for every row.</li> <li aria-level="1">When using placeholders with <strong>Alert someone</strong> or <strong>Update Requests</strong> actions in change-based workflows, placeholders generate separate notifications if six or fewer rows are triggered simultaneously. If seven or more rows are triggered at once, the custom subject and body are removed.</li> <li aria-level="1">When using the <strong>Message only</strong> alert type, any simultaneously triggered rows will be combined into a single notification.</li> <li aria-level="1">Placeholders won’t apply to the subject of time-based <strong>Alert someone</strong> actions.</li> <li aria-level="1">Placeholders won’t apply to time-based <strong>Update Requests</strong> actions.</li> <li aria-level="1">Placeholders can’t be used when the <strong>Run workflow</strong> setting is <em>Hourly</em>, <em>Daily</em>, or <em>Weekly</em>.</li> </ul> <p> </p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Wed, 04/24/2019 - 16:53</span> Wed, 24 Apr 2019 23:53:24 +0000 Shaine Greenwood 2479256 at https://help.smartsheet.com Condition Blocks: Filter What Your Automated Workflows Send https://help.smartsheet.com/articles/2479251-condition-blocks-filter-what-your-automated-workflows-send <span class="field field--name-title field--type-string field--label-hidden">Condition Blocks: Filter What Your Automated Workflows Send</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Between the trigger block and action blocks in your automation workflows, you can define conditions to filter which rows will be included in the resulting alert or action. You can also add conditional paths to handle a range of different scenarios for automating actions in one workflow based on the criteria you specify. </p> <p>Create conditional logic in a condition block by clicking <strong>and</strong> to toggle between the two states:</p> <ul> <li>Only one condition needing to be met (<em>or</em>)</li> <li>All conditions needing to be met (<em>and</em>) when firing the subsequent actions</li> </ul> <p><img alt="click and" data-entity-type="file" data-entity-uuid="a79eb3f0-b254-4d9b-bd4b-ccbc4147538b" src="/sites/default/files/inline-images/click-and.png" width="400" height="260" loading="lazy" /></p> <p>For example, when a new IT request ticket is added to a sheet through a form, you can send different alerts and requests to specific recipients depending on the department, priority, and request type specified in the ticket.</p> <h4>Mix And-Logic With Or-Logic on the Same Condition Path</h4> <p>If you want to mix <em>and</em>-logic with <em>or</em>-logic conditions, add multiple condition blocks (for example, one for your and conditions and another for your or conditions) on the same condition path.</p> <p><img alt="mixed logic" data-entity-type="file" data-entity-uuid="d2506d61-a11f-4878-838c-d0c70c625e99" src="/sites/default/files/inline-images/mixed%20logic.png" width="500" height="461" loading="lazy" /></p> <p>The example above requires that the criteria in Conditions (1) be met before the criteria in Conditions (2) is evaluated.  </p> <hr /> <h3>What to Expect With Overlapping Condition Paths</h3> <p>It’s possible to configure condition paths which overlap—meaning that similar or the same conditions have been defined for different condition paths. In these situations, Smartsheet evaluates conditions from left to right, and actions will be fired for the leftmost condition path (of which the conditions are met). Smartsheet will not fire all actions for all parallel paths of which conditions are met. </p> <p>For example, say we have an automated workflow with two condition paths, Conditions (1) and Conditions (2):</p> <p><img alt="Overlapping logic" data-entity-type="file" data-entity-uuid="af72b85e-d8ca-4588-98dc-7d08938508f7" src="/sites/default/files/inline-images/expense-reimbursement-overlap.png" width="500" height="211" loading="lazy" /></p> <ul> <li><strong>Conditions (1)</strong> is the leftmost path and its condition is that Price is less than or equal to 100. (This triggers an alert straight to the Finance Manager)</li> <li><strong>Conditions (2)</strong> is to the right of condition path A and its condition is that Price is between 50 and 250. (This triggers an approval request to key stakeholders who are in a Contact cell of the sheet.)</li> </ul> <p>When the workflow is triggered for a row with a Price of 100 or less, the action for<strong> Conditions (1)</strong> will be fired, because its condition has been met and it’s the leftmost of the two overlapping conditions. (The action for <strong>Conditions (2)</strong> won’t fire unless the Price is between 101 and 250.)<br />  </p> </div> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><span lang="" about="/user/226" typeof="schema:Person" property="schema:name" datatype="">Shaine Greenwood</span></span> <span class="field field--name-created field--type-created field--label-hidden">Wed, 04/24/2019 - 16:52</span> Wed, 24 Apr 2019 23:52:32 +0000 Shaine Greenwood 2479251 at https://help.smartsheet.com