Requesting Updates to Report

jpaulk
jpaulk ✭✭
edited 02/28/24 in Smartsheet Basics

We have a spreadsheet with data that needs to be updated/validated twice a year. We wanted to use a workflow, but some owners/approvers of the data have 150 rows to their name. We don't want to flood their email with that many emails or have to go through 150 lines that way. We are working with the idea of sending an Update Request through the report, but it looks like we have to manually enter who it is emailed to vs pulling the contact from a column. So now we are toying with using workflow and include the link to the report so they have the option of going line by line or opening the report to make the changes there. However, we still don't want to have multiple emails go to one person. Any suggestions?

Best Answer

  • AravindGP
    AravindGP ✭✭✭✭✭
    Answer ✓

    Hi @jpaulk


    You can set up an automated Update Request. The user doesn't get 150 emails just because their name appears throughout. They just get one consolidated email with all of the items. You can configure the email to have the link to the report or they can use the forms to fill one at a time and move to the next by clicking on the button below. Just note that it is based on your trigger. If you set the trigger as once on a date and have two such workflows 6 months apart, it should just be one email every 6 months. If your trigger is something else, it might cause multiple emails based on the triggers as each record might have changes at different points in time.

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training

Answers

  • AravindGP
    AravindGP ✭✭✭✭✭
    Answer ✓

    Hi @jpaulk


    You can set up an automated Update Request. The user doesn't get 150 emails just because their name appears throughout. They just get one consolidated email with all of the items. You can configure the email to have the link to the report or they can use the forms to fill one at a time and move to the next by clicking on the button below. Just note that it is based on your trigger. If you set the trigger as once on a date and have two such workflows 6 months apart, it should just be one email every 6 months. If your trigger is something else, it might cause multiple emails based on the triggers as each record might have changes at different points in time.

    Thanks,

    Aravind

    Reach out for any help on licenses, configuration, or training