Automation to send previously added and newly added attachments via a notification

1845sarah

I have an intake sheet where users have to upload a Purchase Order along with payment details via a form. When this request is approved, an authorisation letter is generated via Form Builder, attached to the row and is sent to the User via a notification.

Is there a way to include the original Purchase Order (which they upload) AND the new attachment in the notification? I know an update request can include all attachments on the row for the User to download them, but dont really want to go down that route!

Hunter Taylor

Hi 1845sarah,

Yes, there's a workaround that might work for you without using the update request option:

1. Use a Document Generation Workflow: Set up an automation that will trigger when the request is approved. Use Document Builder to generate the authorization letter, then set an automation to email the relevant user.
2. Send a Notification Including All Attachments: In Smartsheet, you can create a "Send Row" automation. Although Smartsheet doesn’t directly support selecting individual attachments in notifications, it can include all attachments in the row. Here’s how you can make sure both the Purchase Order and the Authorization Letter are included:
   • Set up an automation workflow to send a “Row Attachment” email upon approval. This workflow can be customized to trigger only when both attachments (the Purchase Order and the Authorization Letter) are present in the row.
   • Use a helper column to confirm when both files are attached. For example, you can create a checkbox column labeled "Ready for Notification" and set up a formula that checks if both the Purchase Order and the Authorization Letter are attached.
   • Set the automation to send only when the “Ready for Notification” column is checked.
3. Alternative Approach - If you still want more flexibility:
   • Use a third-party integration, like Zapier or Power Automate, which can pull both files from the Smartsheet row and send them in a custom email notification with both attachments included. This allows more control over which files are attached without involving all attachments in the row.

This approach should send a streamlined notification containing both the original Purchase Order and the Authorization Letter without having to use the update request functionality.