Automation doubles up on emails?

RPSYvonne

We have an automation set up to send an email to a project admin every time someone fills out our SmartSheet request forms. Each employee has their own unique form, but sometimes if input is sent very close to the same time from either the same or different employees, SmartSheet puts both requests into a single email to the admin. Our admin has to forward these on to other teams and must keep each request in a separate email string. Having two requests on the same email creates additional work for her.

Is there any way to prevent this?

Victoria_Indimar

Hello @RPSYvonne - I have some thought but have some clarifying questions first. What are the trigger(s) for your automation? And is it all in one automation? Also, how do you distinguish which form was used and/or the admin the email should go to?

RPSYvonne

Good questions!

The trigger is the addition of a line to the Sheet, which happens every time a form is submitted. The workflow says that any time a line is added, an email with the information from that line should be sent to the admin (always the same email address). There's a separate workflow that emails a copy of the information to the person who submits the form.

Andrée Starå

Hi @RPSYvonne

I hope you're well and safe!

Can you share some screenshots of the Workflow(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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RPSYvonne

Hi:

Sorry for the late reply - I've been out of the office. Here are the automations with personal info blocked out. I've also included a screenshot of the doubled email. The red line is where one entry ends and the other begins.

Notify Assigned To workflow.jpg

Notify Warranty workflow.jpg

Re-send request due to change workflow.jpg

Doubled email.jpg

SS entry.jpg

SS workflow email.jpg

I also included a screenshot of the body of the email we receive and a snippet of the entry for the same. We also recently noticed that the information is being truncated on the email, for instance, the end of a phone number or order number dropped on the email but whole on the sheet. It's really weird. I'm starting to wonder if the size of our Smartsheet could have something to do with it. We have about 5K lines in it already.

Any help or advice would be much appreciated. I love how Smartsheet has simplified our workflow for these warranties but if we can't fix the accuracy issues, we won't be able to use it.

Thank you!!

Yvonne

Paul Newcome

@Andrée Starå Was there an update I missed? I remember in the past, using a {{Placeholder}} was one of the recommended ways to keep an automation from grouping email, but it looks like the emails are being grouped even with {{Placeholders}}?

l.gann

@Paul Newcome or @Andrée Starå - is there a workaround for this? I also need to accomplish this, but the emails will be going to external speakers and must be separate. I have a list of ~50 speakers that need to receive communications individual to their respective lines in my tracker.

I appreciate any guidance!

l.gann

@RPSYvonne this discussion may help!

Automation - How to Send One Email Notification for Each Changed Row — Smartsheet Community