Attaching the same documents to every row in a sheet

A.J.

I am aware, in the past, that there was no fast way to attach the same documents to every row in a sheet. There's a question about this back from 2018 in the Community, actually.

Has this changed? I have a sheet with 400+ rows where each row needs the same attachments (so that they go out as part of the update request).

Can this be done fast or do I have 400+ drag and drops ahead of me?

Paul Newcome

Unfortunately it sounds like you may have 400+ drag and drops in your future. Have you looked into something like Zapier? Are you (or someone you know) savvy enough with code to write out an API?

Andrée Starå

Hi @A.J.

I hope you're well and safe!

What type of document is it?

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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A.J.

hi @Andrée Starå,

One of them is a PDF, the other is a PPT file. As it stands now, I'm dragging the two files to each row that needs to go out to various stakeholders.

Andrée Starå

@A.J.

Could you use links to the files instead? I've done that in client solutions, and we've sometimes added them to a public location on their homepage/domain.

Would that work/help?

A.J.

Hi @Andrée Starå , would that be a link included in the actual update request so that there's no actual attachment needed? I think that's definitely an option. Thanks for that!

Andrée Starå

@A.J.

Excellent!

You're more than welcome!

Yes, exactly. You could add it to the message, use specific columns, and/or have it dynamic if needed.

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Paul Newcome

NOTE:

When using the update request method, you will have to include those cells in the notification. The link will only be clickable in the email itself. It will not be clickable if you include it in the message as a {{Placeholder}}, and it will not be clickable if the "form view" when they click to complete the update request.

Andrée Starå

@Paul Newcome Good point!

@A.J. This is how the fields would look, and the good thing is that you can use the Hyperlink feature to name it what you want. (Customer Name is a Hyperlink in Smartsheet)

It would look similar in the email for the message area, but the Hyperlink wouldn't work, so it has to be the actual URL.

Andrée Starå

@Paul Newcome @A.J.

I can't edit the post, so I'll add it here.

Standard URLs work in the message area in the email, even if it's from a {{Placeholder}}.

Or at least it is for me. It could be different depending on the email client. ¯\_(ツ)_/¯

Paul Newcome

@Andrée Starå I have tried it both in Outlook and in Gmail with no success (both web based). I believe a coworker is able to get more "clickability" in the Outlook app.

In my testing, I used a very basic "www.ggogle.com". No special text or anything crazy, and I couldn't click it in the actual Update Request or as the {{Placeholder}}. I think the {{Placeholder}} is where my coworker was able to get it to work in the Outlook desktop app.

Paul Newcome

Edit to above since I also can't edit posts today (or apparently type):

"www.google.com"

Andrée Starå

@Paul Newcome

It works for me in Outlook web. Strange! Maybe it has to do with the browser. ¯\_(ツ)_/¯

Paul Newcome

@Andrée Starå I'm one of THOSE people. Hahaha

Genevieve P.

Note on the Editing posts in Community comment:

👀 I'm also seeing this, too (specifically in Chrome). We've reported it to the site provider - thanks for flagging!

Andrée Starå

@Paul Newcome

Haha! I'm currently using ARC, which is based on Chromium, 30GB + 20GB for the Smartsheet app(s). You can never have enough RAM. It's on Mac, so it's not the actual memory count, but it's still high.