Automation Help - Alert e-mail with attachments

khelwig

Hello!

I have set up an automation for a sheet so that when a contract is executed.

When there is a request for a new contract, an employee completed a form that includes attachments. The completed form adds to the sheet, and another employee begins work on the contract.

The employee adds the date to the sheet that the contract is executed. When that date is added to the sheet, it triggers an e-mail to the employee who requested the contract, alerting that person the contract is executed. This e-mail is to prompt them to send the attachments to another party. I want for this e-mail to include the attachments that were submitted originally with the form.

This is followed by an update request for that employee to enter the date that the documents were sent to the other party, which will be plugged into the sheet.

Everything in this automation works EXCEPT for the attachments being included on the e-mail to send to the other party. The employee gets the e-mail alerting them to send their documents, but the attachments do not get included. I have read many other discussions about similar issues, saying the automation will not include the attachment unless the attachment is added when the date the contract is executed (trigger) is completed. That won't work for my workflow.

Does anyone have any suggestions?

Jason Albrecht

Hi @khelwig

Just to confirm... your employee, who has already uploaded documents, is to receive a subsequent email with access to those documents?

My automation has the attachments link at the bottom of the email, but does not show up in the email list has having an attachment. i.e.:

within the email from smartsheet automation:

no paperclip showing in outlook:

khelwig

Hi John - Yes. The employee does not have access to the sheet to access the attachments directly. They include the attachments when completing a form, and the hope was when they get the alert e-mail, the documents would attach for them.

Jason Albrecht

Hi @khelwig

So when the employee receives the email, do they see the paperclip icon in the email itself, per the screenshot above?

You probably have reviewed this Help Article on Share a Smartsheet attachment through email.

This video on automated emails reminds us to check 'Automation Permissions' (6:30)

Dan Palenchar from School of Sheets has also produced this video on "How to include attachments in Smartsheet Notifications"