Email Grouping Issue Despite Unique Subject Formatting – Need Assistance

System

This discussion was created from comments split from: Sending individual emails via automation.

JAREYNOLDS

I am having the same issue whereas it is grouping emails together even though I have it looking for unique information in the subject. Here is what I have in the subject, but still grouped 3 people together as you can see.

B******************t – {{Payroll Entity}} – {{Recipient Full Name}}, {{Employee ID}}

Here is what is coming through in the email and you can see it grouped them all together.

SSFeatures

Hi @JAREYNOLDS,

This article explains the rules for email notification and placeholders. Scroll down to the section called "Work with placeholders".

"""

When you use placeholders (field names in braces), Smartsheet adds the corresponding unique cell data to the alert message for the row.

• Placeholders in the Approval Requests alert generate a separate notification for every row.
• Placeholders in Alert someone or Update Requests actions in change-based workflows generate separate notifications if six or fewer rows are triggered simultaneously.  The system removes the custom subject and body if seven or more rows are triggered simultaneously.
• With the Message only alert type, any simultaneously triggered rows are combined into a single notification.
• If there are placeholders entered in the custom message for a time-based Update Request, no custom message is sent.
• Placeholders can’t be used when the Run workflow setting is hourly, daily, or weekly.

"""

If you're using the Message only alert type then all of the simultaneously triggered rows are combined into a single notification. Your best bet would be switching to approval requests, alert someone, or update requests.

Best!

JAREYNOLDS

@SSFeatures,

When looking at your suggestion of switching to one of the three items at the bottom, here you can see I have it set to "Alert Someone", but it still combined all the notifications.

SSFeatures

Can you try switching Message only to Link to sheet and specific fields, just to see if that fixes the problem?