Automate a report for user inactivity

RDRGSJ00
RDRGSJ00 ✭✭
edited 02/13/24 in Smartsheet Basics

Hi, I was wondering if there was a way to automate a report that could be emailed for all users who haven't logged into Smartsheets in an "x" amount of time. So for example, a report would run monthly and email me all users who last logged in over 3 months. Any information is greatly appreciated.

Answers

  • Ryan Kramer
    Ryan Kramer ✭✭✭✭✭
    edited 02/12/24

    Hi there! Absolutely, there is a way to automate the report you're looking for in Smartsheet. Here's one approach you can take:

    1. Create a report in Smartsheet that filters users based on their last login date. You can set the filter criteria to display all users who last logged in over 3 months.

    2. Save the report for future use and ensure that it captures all the necessary information you want to include in the email.

    3. Set up a recurring job using a task scheduler or a third-party automation tool (like Zapier or Integromat) that triggers the report to run and be emailed to you on a monthly basis.

    4. Make sure to configure the email settings in the automation tool to send the report as an attachment to your desired email address.

    By following these steps, you should be able to automate the generation and delivery of the report to your inbox every month, featuring all the users who haven't logged into Smartsheets for over 3 months.

    Let me know if you have any further questions or need additional assistance!

    Best,

    Ryan Kramer ([email protected])

    Automation Specialist / CEO @ DynamicDuo

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  • Thank you so much for the prompt response. I'm still new to Smartsheets so apologies for all the questions, but how would I:

    1. Create a report in Smartsheet that filters users based on their last login date. You can set the filter criteria to display all users who last logged in over 3 months.

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @RDRGSJ00

    I believe @Ryan Kramer's answer may have been generated by AI, and unfortunately this means it has incorrect information.

    If you're a System Admin in Smartsheet you can download a Login History report in the Admin Center. This is a CSV file emailed to you with a list login history from the past 6 months. Here's a Help Article with more information: More actions in User Management

    Cheers,

    Genevieve