Notifications

Susan van Niekerk

Hi Brain Trust

I have an automation that when the status is changed to onboarding a notification is sent to xx@xx.com.au.

HOWEVER - when several rows are updated in quick succession and then saved, the notification sends out a combined notification instead of individual notifications

We tried changing to update the status, saving, and moving on to the next, but if we do it straight away, it results in the same.

The only option at the moment is to update the status, save, refresh, and then do the following line

Is there an option or setup we can use to get around this rather tedious method

There has been some talk of Placeholder? not sure how it would work or how to set up

Genevieve P.

Hi @Susan van Niekerk

Yes, you're correct - if multiple rows trigger an Alert at the same time going to the same person, the notifications will be batched together as 1 email instead of multiple.

Placeholders will solve this only if your batched rows are 6 or fewer at one time, and you include some of the row data in the message (so it's not "Message Only"):

https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests#toc-tips-for-working-with-placeholders

Placeholders in Alerts in change-based workflows generate separate notifications if six or fewer rows are triggered simultaneously. If seven or more rows are triggered at once, the system removes the custom subject and body.

With the Message only alert type, any simultaneously triggered rows are combined into a single notification.

Placeholders are just referencing a cell in that row by using the column name and putting them {{in two brackets}} like that.

For example:

"Hello {{Name Column}},
Please see the information below."

In this instance, the message will appear with the name in the Name Column in the email:

"Hello Susan,
Please see the information below."

Let me know if this makes sense and works for you!

Cheers,
Genevieve

Susan van Niekerk

Hi Genevieve

All our alerts are customized with unique info from each row being pulled in - is there something else I should be setting up?

Genevieve P.

Hi @Susan van Niekerk

Thank you for these screen captures, it really helps!

In this instance it looks like you're using the "Message Only" option, which is why it's being bundled. You'll want to add some of the row data in the email, along with the placeholders, to ensure that 6 or fewer rows are sent individually.

Here's more information: https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests?#toc-tips-for-working-with-placeholders

With the Message only alert type, any simultaneously triggered rows are combined into a single notification.

Cheers,
Genevieve

Susan van Niekerk

Hi Genevieve

Yes that has worked!!

Team are not happy that it sends a link out - but I did explain that just because it sent a link doesnt mean they can access it - just decline the access request :-) will see how they go

Genevieve P.

Hi @Susan van Niekerk

I'm glad we could split up the emails for you!

You're absolutely correct - the link in the email does not mean the user can actually see and/or access the sheet and underlying data.

Cheers,
Genevieve