Approval Request Reminders

ker9

Does anyone have a workaround suggestion for recording the history of "reminder" approval requests? Approval Requests that are sent again because the previous had no response.

Currently, Smartsheet does not record the new "Submit" status when an additional request is sent - i.e., it does not overwrite the existing status of Submitted and does not record the new date/time that the 2nd request (or 3rd/4th, etc.) was sent. You have no visible record that it went out.

I'm hoping not to add a bunch of additional helper columns as this sheet has enough columns and there are multiple approval requests that might require reminders.

Testing indicates that if the initial Submitted status is deleted, it will then record the new status history, so probably need to clear that cell prior to sending another request.

Considering adding automation that clears the Status cell in early morning and then reminders go out a couple hours later and will re-update the cell so I can see history and confirm it was sent.

TIA

Enhancement Request Submitted - vote here:

https://community.smartsheet.com/discussion/120361/approval-requests-reminder-history/p1?new=1

Andrée Starå

Hi @ker9

I hope you're well and safe!

Please have a look at my post below with a method I developed.

More info: 

https://community.smartsheet.com/discussion/68589/lock-or-store-date-value-solution-without-using-zapier

Would 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!

ker9

@Andrée Starå - appreciate the suggestion but was hoping to keep it as simple as possible without adding significantly more automation (and sheets) for multiple approval request workflows.

I'm testing clearing the response (Submitted) from the Approval Request Status column in early morning hours and then triggering to send again a couple hours later, both flows based on a reminder date. In testing it seems to work. It creates an extra workflow, but no additional sheets or columns.

Andrée Starå

@ker9

Happy to help!

Makes sense!

Another option could be to have multiple status options in the Approval dropdown instead.

Would that work/help?

✅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!

ker9

@Andrée Starå - good idea - instead of clearing it I'll update it to "Resend". When the reminder request is sent, it will change the status to Submitted and I'll see cell history for both changes.

When I tested earlier, it seemed it wouldn't update if anything was in the Status cell, but it seems to be working with changing it to "Resend".

Thanks!