How to set up alerts once the sheet has reached a certain row
Hello - I understand there's no capability to limit the number of form responses - only workaround. Can someone please help me set up alerts once a sheet has reached a certain row number? I am setting up a Smartsheet for an event and only have 30 spots available. How do I set up an alert when the form responses reach 30 so I can go in and deactivate the form?
Answers
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Hi,
I hope you're well and safe!
Try something like this. (replace the column name with your Primary Column name)
Add this formula to a so-called helper column. You can name it Counter.
Add a Workflow with an Alert that would trigger when the counter reaches a specific amount.
=COUNT(FormResponse:FormResponse)
Did that work/help?
I hope that helps!
Be safe, and have a fantastic week!
Best,
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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I'm confused. So I add a new column and name it "Counter". I then entered the formula you indicated and the result is #unparseable. Is that right?
Where do I find the workflow with an alert that would trigger the counter reaches a specific amount? Can't find it in the workflow templates.
I'm new to Smartsheets so apologies for all the questions. I need someone to break it down for me! Thanks
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Happy to help!
No worries!
You'd have to change the column name to what your Primary Column is named.
Maybe.
=COUNT([Task Name]:[Task Name])
Then you'd add something like this using the, Create Workflow from scratch option.
Make sense?
✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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So I have 6 different columns: First Name, Last Name, Company, Job Title, Email and Phone Number. Do I add a new column and name it Counter? And in the counter column add the formula mentioned in all 30 rows?
I'm not sure what you mean by primary column.
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Yes, but you only need to add the formula to the first row.
✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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I copy and pasted the formula below in row 1 cell of the Counter column and created the workflow you mentioned. #unparseable still shows up when I enter the formula in the cell. To test it out, I also created a 2nd workflow that will alert me anytime a new entry is added. I registered and did not get an alert for that. How long do alerts usually come in?
=COUNT([Task Name]:[Task Name])
