Automated Workflows https://help.smartsheet.com/ en Clear the Contents of a Cell with the Clear Cell Value Action https://help.smartsheet.com/articles/2482382-clear-cell-value-action <span class="field field--name-title field--type-string field--label-hidden">Clear the Contents of a Cell with the Clear Cell Value Action</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Use the Clear cell value action to delete the contents of the chosen field when a workflow is triggered. </p> <h3>Get started with Clear cell value action</h3> <p>To create a new Clear cell value workflow, click on the <strong>Automation </strong>menu, then <strong>Create a Workflow</strong>. Inside the workflow editor, scroll down to the action selector and choose the <strong>Clear cell value </strong>action.</p> <p><img alt="Clear cell value" data-entity-type="file" data-entity-uuid="55330938-01d8-4365-acbd-8c6454bbe181" src="/sites/default/files/inline-images/Clear%20cell%20value.jpeg" width="501" height="421" loading="lazy" /></p> <h3>Set up the Clear cell value action</h3> <p>On the <strong>Clear cell value </strong>action block, choose a field. </p> <p>If a Clear cell value workflow’s target field is deleted, the workflow will be disabled, and sheet admins will receive an email notification.</p> <p>NOTES:</p> <ul> <li aria-level="1">In cell history and activity log, the change will be attributed to Smartsheet Automation. </li> <li aria-level="1">Clear cell value is a terminal action. You will not be able to add conditions or actions after Clear cell value in your workflow.</li> <li aria-level="1">You cannot clear formulas or Auto-Number/System generated columns.</li> <li>To prevent infinite approval loops, cells containing cross-sheet formulas or cell links will not trigger automation which automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request, Record a Date, Assign People, Change Cell, Clear Cell). To work around this, consider using time-based automation or recurrence workflows. </li> <li>Update cell actions need time to update the sheet, especially if there are multiple workflows. </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, 05/17/2021 - 16:29</span> Mon, 17 May 2021 23:29:04 +0000 max.furukawa 2482382 at https://help.smartsheet.com Assign People in an Automated Workflow https://help.smartsheet.com/articles/2482227-assign-people-in-an-automated-workflow <span class="field field--name-title field--type-string field--label-hidden">Assign People in an Automated Workflow</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>With the Assign people action in automated workflows, you can add an email address or contact to a contact column in a sheet with specific triggers.</p> <h3>Get started with Assign people action</h3> <p>To assign people when a workflow is triggered:</p> <p> </p> <ol> <li aria-level="1">Edit or create the workflow you want to add an Assign people action to in the <strong>Automation </strong>menu.</li> <li aria-level="1" style="list-style-type:decimal">In the workflow, select <strong>+ </strong>and choose <strong>+ Add an action</strong>.</li> <li aria-level="1">Choose <strong>Assign people</strong>.<br /> <img alt="Assign people" data-entity-type="file" data-entity-uuid="555e9da6-6dcf-4126-9842-1cb0ffb4a51c" src="/sites/default/files/inline-images/Assign%20people.png" width="436" height="379" loading="lazy" /></li> <li aria-level="1">Select a Contact column for the Assign people action to add an existing or new contact (defined as email address) into a specified column when the workflow is executed on the row. You can use either a single-select or multiple-select contact column.</li> <li aria-level="1">Optionally, you can select to either overwrite the existing contact in a cell or append another contact to the cell (if the cell supports multiple contacts).<br /> NOTE: By default, <strong>Overwrite existing values in multi-contact column</strong> is checked. The default behavior of the Assign people action is to overwrite contacts in a multi-contact column.</li> <li aria-level="1">When you are finished, select <strong>Save</strong>.</li> </ol> <p style="line-height:1.38">That’s it! You have now added the Assign people action to your workflow.</p> <p>NOTES:</p> <ul> <li aria-level="1">If a cell in a multi-contact column already has non-contact text in it (for example, “not applicable” or any other text that is not a contact/email address) and overwriting is disabled, the Assign People action will not add a contact into the cell.</li> <li aria-level="1">Only 20 contacts per cell can be added. If a workflow is constantly appending contacts to an existing cell, that cell may reach the limit and invalidate the workflow at that time.</li> <li aria-level="1">Contacts can only be added to contact columns. </li> <li aria-level="1">You can only add email addresses or existing contacts that contain email addresses with the Assign people action. Assign people action does not currently support the addition of groups, “Created By,” or “Modified By” contacts.</li> <li aria-level="1">Assign people is a terminal action. You will not be able to add conditions or actions after Assign people in your workflow.</li> <li>To prevent infinite approval loops, cells containing cross-sheet formulas or cell links will not trigger automation which automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request, Record a Date, Assign People, Change Cell, Clear Cell). To work around this, consider using time-based automation or recurrence workflows. </li> <li>Update cell actions need time to update the sheet, especially if there are multiple workflows. </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">Tue, 01/26/2021 - 13:43</span> <div class="field field--name-faq field--type-entity-reference-revisions field--label-hidden field__item"> <div id="p-id-6974" class="faq"> <div class="container"> <div class="description"> <h2>Frequently Asked Questions</h2> </div> <div class="questions"> <div class="field field--name-field-faq-item field--type-entity-reference-revisions field--label-hidden field__items"> <div class="field__item"> <div class="question"> <h4 class="accordion-toggle js-accordion-toggle" id="whyamIreceiving">Why am I receiving an error message for my workflow?</h4> </div> <div class="answer js-closed"> <p>You may receive an error message in your workflow due to one of the following issues:</p> <ul> <li aria-level="1">The Assign people action’s Contact column is deleted, or changes to a non-contact type column.</li> <li aria-level="1">The Assign people action’s Contact column is changed from multi-contact to single-contact AND multiple contacts have been selected to be assigned. </li> <li aria-level="1">The Assign people action’s Contact column plus the number of contacts to be added during execution is greater than the max number of contacts (20).</li> <li aria-level="1">The Assign people action’s column is no longer write-capable (e.g., it’s a column formula).</li> </ul> </div> </div> </div> </div> </div> </div> </div> Tue, 26 Jan 2021 21:43:40 +0000 max.furukawa 2482227 at https://help.smartsheet.com Set the Current Date with Record a Date Action https://help.smartsheet.com/articles/2481986-set-the-current-date-with-record-a-date-action <span class="field field--name-title field--type-string field--label-hidden">Set the Current Date with Record a Date Action</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Use Record a date action to set the current date into the chosen field when a workflow is triggered. The timezone of the date will be based on the sheet owner’s timezone. For more information, see <a href="/articles/796268">Adjust Your Personal Account Settings</a>.</p> <h3>Get started with Record a Date Action</h3> <p>To create a new <strong>Record a date</strong> workflow, click on the <strong>Automation </strong>menu, then <strong>Create a Workflow</strong>. Inside the workflow editor, scroll down to the action selector and choose the <strong>Record a date</strong> action.</p> <p><img alt="Record a Date Action" data-entity-type="file" data-entity-uuid="b944361f-ae11-44b5-94f3-6c7536c3feff" src="/sites/default/files/inline-images/Record%20a%20date%20-%20workflow%20builder.png" width="549" height="656" loading="lazy" /></p> <p>On the <strong>Record a date</strong> action block, choose a Date field. This action type only sets dates into date columns. You will see a message if there aren’t any date columns on the sheet.</p> <p>If a <strong>Record a date</strong> workflow’s target date field is deleted or changed from date type to another column type, the workflow will be disabled, and sheet admins will receive an email notification. </p> <p>NOTES: </p> <ul> <li>In cell history and activity log, the change will be attributed to <strong>Smartsheet Automation</strong>. </li> <li>Record a date is a terminal action. You will not be able to add conditions or actions after Record a date in your workflow.</li> <li>Dates relative to today’s date are not currently supported.</li> <li aria-level="1">Record a date cannot set start and end dates that are automatically calculated using predecessor or parent rollup dependencies.</li> <li>Each time a record a date workflow is triggered, it will overwrite any previously recorded date value.</li> <li>To prevent infinite approval loops, cells containing cross-sheet formulas or cell links will not trigger automation which automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request, Record a Date, Assign People, Change Cell, Clear Cell). To work around this, consider using time-based automation or recurrence workflows. </li> <li>Update cell actions need time to update the sheet, especially if there are multiple workflows. </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">Wed, 09/09/2020 - 10:11</span> Wed, 09 Sep 2020 17:11:23 +0000 max.furukawa 2481986 at https://help.smartsheet.com View and Manage Automated Workflows https://help.smartsheet.com/articles/2481950-view-and-manage-automated-workflows <span class="field field--name-title field--type-string field--label-hidden">View and Manage Automated Workflows</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><p>Save time and maintain consistency with automated workflows for processes like automated approvals with multiple stakeholders. Once you've created your workflow, use the Workflow manager to: </p> <ul> <li>View workflows and sort by name, last edited date, or creation date.</li> <li>Edit, Enable/Disable, Duplicate, Unsubscribe/Subscribe, Delete, and view Properties.</li> </ul> <h3>Make Updates to Your Workflows</h3> <p>Double click a workflow or select the menu icon. From here, you can:</p> <ul> <li>Use the toggle to <strong>Enable </strong>the workflow so it can be triggered when conditions are met.</li> <li>Use the toggle to <strong>Disable </strong>the workflow to prevent it from being triggered.</li> <li>Select <strong>Edit…</strong> to change its name, trigger, conditions, and actions.</li> <li>Select <strong>Duplicate...</strong> to create a copy of the workflow in the same sheet.</li> <li><strong>Unsubscribe </strong>from the workflow to avoid being notified by any of its alerts or requests.</li> <li><strong>Subscribe </strong>to the workflow you have previously unsubscribed from it.</li> <li><strong>Delete </strong>the workflow.</li> <li>Select <strong>Properties…</strong> to review the workflow ID.</li> </ul> <p><span class="tip">When you run the workflow, it automatically notifies you of any issues blocking the workflow from running properly. Follow the instructions on your screen to edit the workflow, then run it again. </span></p> <h3 id="sortby" name="sortby">Control How Your Workflows Are Organized</h3> <p>Use the <strong>Sort by </strong>dropdown menu to organize your workflows by:</p> <ul> <li>Workflow name</li> <li>The date each workflow was last modified</li> <li>The date each workflow was created</li> </ul> <p>By default, workflows are sorted alphabetically by name. When you change the sort order, it will be reflected on all of your sheets and only for you. Others can sort the same workflows based on their preferences.</p> <p><img alt="Sort By" data-entity-type="file" data-entity-uuid="975a0b44-0f01-4bdb-b819-aee2162239ec" src="/sites/default/files/inline-images/SortBy.png" width="621" height="465" loading="lazy" /></p> </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">Fri, 06/26/2020 - 16:31</span> Fri, 26 Jun 2020 23:31:16 +0000 max.furukawa 2481950 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 Automated Workflows on the Changes You Make 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">Trigger Automated Workflows on the Changes You Make</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 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>In the <strong>Run workflow</strong> dropdown of the trigger block in your automated workflow, you can adjust whether a change-based workflow should run immediately, or batch up changes and deliver alerts and/or requests hourly, daily, or weekly based on the changes that took place in the given timeframe.</p> <p><img alt="run workflow dropdown" data-entity-type="file" data-entity-uuid="3d612c60-e5a0-488d-97c3-e102abe216d6" src="/sites/default/files/inline-images/run-workflow-dropdown.png" width="400" height="281" loading="lazy" /></p> <p>Keep the following in mind as you set the run behavior for your workflow:</p> <ul> <li>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.</li> <li>Workflows set to run daily will evaluate changes to the sheet and execute between <em>12:00 AM and 11:59 PM</em> in the sheet Owner’s timezone and messages will be delivered between <em>12:00 AM and 4:00 AM</em> the next day. </li> <li>Weekly workflows will run between the first Friday at <em>12:00 AM</em> and <em>11:59 PM</em> the following Thursday, and messages will be delivered between <em>12:00 AM</em> and <em>4:00 AM</em> on the second Friday.<br /> For example: a weekly alert which was created on Wednesday the 1st would fire the first time on Friday the 3rd. It would contain changes that occurred from the time the workflow was created  on the 1st until <em>11:59 </em>PM on Thursday the 2nd. The following week's alert would be sent on the 10th and would include changes from Friday the 3rd to Thursday the 9th.</li> <li>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. Recipients of this automation will receive a single notification with up to 100 rows in grid format.</li> <li>If placeholders are used in the custom messages of your automation, separate alerts will be generated for each unique custom message. Placeholders cannot be used when the <strong>Run workflow:</strong> setting is <strong>Hourly</strong>, <strong>Daily</strong>, or <strong>Weekly</strong>. See <a href="/articles/2477796">Dynamically Add Cell Data in the Subject and Body of Request Messages</a> for more information about message placeholders.</li> <li>The following actions cannot be used with <strong>Run workflow</strong>: set to Hourly, Daily, or Weekly, Record a Date, Move Rows, Copy Rows, Lock rows, Unlock Rows, and Approval requests that contain subsequent actions.</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">Thu, 04/25/2019 - 12:12</span> Thu, 25 Apr 2019 19:12:54 +0000 Shaine Greenwood 2479291 at https://help.smartsheet.com Request Approval From Stakeholders in Sequence 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 Approval From Stakeholders in Sequence</span> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__item"><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 the Request is Approved or Declined. The workflow will then continue through subsequent conditions and actions on the path defined by blocks connected to the outcomes of the Approval Request.</p> <p>For example: </p> <ul> <li>A training request is approved by an employee’s manager </li> <li>This automatically triggers a subsequent approval request that’s then sent to the HR Director for final confirmation. </li> <li>If the training request is declined by the manager, an update request is sent to the employee to 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>Click <strong>Automation &gt; Request an Approval Workflow.</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="note">To prevent infinite approval loops, cells which 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> </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 ask for someone to update a portion of a sheet with the latest information. For example, when someone is assigned to a task, you can have Smartsheet automatically send an update request to them to update the Status and Estimated Effort fields for that task.</p> <p>In a sheet, click <strong>Automation &gt; Request an Update</strong> to get started with building your automated workflow.</p> <p><img alt="update request action block" data-entity-type="file" data-entity-uuid="06756e37-9cd6-41ec-b124-ff85ed3dd9ee" src="/sites/default/files/inline-images/update-request-image.png" width="350" height="235" loading="lazy" /></p> <blockquote> <p>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.</p> </blockquote> <h4>Manage pending update requests</h4> <p>You can review completed and pending update requests, and even delete a pending request that may have already been addressed.<br /> In the sheet, select the update request icon in the right sidebar</p> <blockquote> <p>Click the headers to sort requests. For example, click <strong>Sent</strong> to sort requests by the sent date.</p> </blockquote> <h3>Request fields that appear as read only</h3> <p>Some information can't be edited from an update request depending on the 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> <h4>How locked rows and columns appear</h4> <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