Automation Set Up - Alert Not Being Sent on "When Triggered" workflow

Hi - been banging my head on this, and despite checking with support and our CSM, not getting any luck. Hopefully some of you may be able to help.

I have a checklist for deciding when a project is ready to be handed over to another group. When Part A is completed, I would like an alert to be sent to the Accountable Email column to proceed with Part B.

I have created 4 columns which will be hidden to help with the Automation.

Helper A - checkbox / Helper B - checkbox / Notify - checkbox / Trigger - Dropdown.

The Trigger dropdown is driven by simple formula (and it works).

Part A - Unlocked formula

=IF(Finalised@row = 1, "Part A - Unlocked", "Part A - Locked")

Part A - Notify formula

=IF(AND(Finalised@row = 1, [Yes | N/A]@row = "Yes", Trigger19 = "Part A - Unlocked"), "Part A - Notify", "Part A - Dont Notify")

There are two workflows for this sheet (same workflows for Part A and Part B).

When checkboxes in Finalised column are not all checked, the row with Part A - Unlocked trigger, will be locked under Lock Rows workflow.

When trigger changes to Part A - Notify, I would like to execute an alert notification. This is currently not working by automation and only work upon executing Run Now.

Notes

Workflow setting is on Unrestricted
Workflow works when click on Run Now
Notify rows are checked so it will send an alert to those being updated in the Accountable Email column with {{Details}}.

Any ideas/suggestions?

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Accepted answers

Kelly Moore

Hey @Syed Muhafzal

Have you verified the timing between your Trigger and your [Notify] is checked? Is this checkmark possibly based on a cross sheet reference?

Kelly Moore

@Syed Muhafzal

The only time I have opportunities with an immediate trigger is when two automations are running almost simultaneously and one automation is dependent on the other to happen first. Frequently I will add an additional automation - such as Record Date, just to insert a clear stop on the first automation. Then, I use the change in date in the Record Date field as the trigger for the second automation as that guarantees the first automation has run. . The Record Date also forces a sheet save.

Alternatively, but again because of timing issues, I built a helper column that doesn't get checked off until all the data I need for row has been added. The fields in question are gathering information from sheet automations, formulas and incoming datameshes- so I wait until all is collected before triggering some update requests to launch.

Since you can run the automation successfully from Run Now test the timing of your Condition. I would remove it first (as a test) to see if your automation runs automatically. If it does you verified its the condition that is hanging you up.

Kelly

Syed Muhafzal

Hi @Kelly Moore ,

That makes perfect sense. Before I read this, I did a couple of tests yesterday and found out that the easier way to make it work is by separating automations for each part. Most likely the initial automations were running from the conditions in ONE column, so as you pointed out - it could have been executed almost simultaneously.

So I built another column specifically for Part B and formulas to change the status in this column when Part A has been completed. So far the workflow is working as expected.

Thanks for the suggestion of running the Run Now after removing the Conditions. That's a great point too!

Syed

All comments

Kelly Moore

Hey @Syed Muhafzal

Have you verified the timing between your Trigger and your [Notify] is checked? Is this checkmark possibly based on a cross sheet reference?

Syed Muhafzal

Hey @Kelly Moore

The trigger is set as Immediately when Notify is changed. And I don't have any cross-sheet reference in any of the cells that would interfere with the triggers.

I am not sure if anyone has had any problem with Immediate Trigger in workflow.

Kelly Moore

@Syed Muhafzal

Kelly

Syed Muhafzal

Hi @Kelly Moore ,

So I built another column specifically for Part B and formulas to change the status in this column when Part A has been completed. So far the workflow is working as expected.

Thanks for the suggestion of running the Run Now after removing the Conditions. That's a great point too!

Syed

Kelly Moore

hey @Syed Muhafzal

I’m glad you have your workflows working as desired. My experience has been when flows work only with Run Now there is a trigger/condition issue or a sheet save issue (particularly if cross sheet references are involved in a secondary formula)

Amy Flores C

@Kelly Moore
I am running into the issue of my automations not running.
Yes is is based off a cross sheet ref.

I have a column "chbx' that will flag if the Quote number in the row appears on another sheet, and the bidding status is not "Won".

The automation is when chbx gets flagged, update cell in 'bidding status' column to WON

It was originally set to "when triggered" and I have tried changing it to run everyday at 4pm
Both do not run the automation

Suggestions as to why this isn't running?

Kelly Moore

Hey @Amy Flores C

Triggers coming from a cross sheet are tricky. The first thing I would try seeing if the automation triggers if you manually change the checkbox. Then I would test Run Now. If yes to these, then I would explore forcing a sheet save when the checkbox changes - assuming the checkbox is changing when it is supposed to. Sometimes a cross sheet formula doesn't update because the source sheet didn't save. So I have had to play with which (or both) sheet(s) needs a sheet save. Recording a date (Record Date automation) or adding a check mark (Change cell value automation) will force a sheet save (I would then change the trigger on your desired automation to whatever is the sheet save). Locking and unlocking rows also do this but you may risk inadvertently locking someone out of an entry. It's not always a sheet save problem but I've had the most luck in mitigating the cross sheet reference triggers with these

Does that make sense? Shout out to me if you need more help/ explanation.

Kelly

Amy Flores C

Hi @Kelly Moore

Thank you for the reply.

I found that when I adjusted my automation to run 'when date reached', every day at 11pm(as I only need the sheet to capture the date it was won) it now works.

Here's the working automation - I do not need to worry about it capturing a new date each time - as the checkbox will turn itself back off once the status is marked as 'WON'

Kelly Moore

@Amy Flores C

Excellent! I'm glad you found a working solution. Automations based on cross references can be tricky. Nice job with your solution

Kelly

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