I am using Smartsheet Gov - need automation to send a file or link to a user on my sheet

Tanya B

I have tried:

automation to request update but I do not want to send them a link to the sheet only want to attach a file or send link for them to access instructions.

Tried Alert someone - pasted the instruction in the message but it will not allow images and I can not add a hyperlink??

mcarlson

Hi!

In Smartsheet Gov, there are limitations in automation for sending images or hyperlinks directly in alert messages, but here are a few workarounds you might find useful:

1. Use a Document Link in a Column: Create a column in your sheet specifically for a document link or instructions. You can add a URL to a shared document in this column, such as a link to a file hosted on a secure platform that your team has access to. Then set up an automation rule to notify users when this column is updated, allowing them to click the link without giving full sheet access.
2. File Attachment Column: If you need to attach a file, use a file attachment directly within the row. Though the automated message won’t send the file itself, you can set up an automation that triggers a notification whenever a file is added to the attachment column for that row. The notification will prompt users to open the row, where they can download the file without needing sheet-wide access.
3. Send a Link via Email with Instructions: Since automation alerts have limitations, you could use Smartsheet’s “Send Row” feature to email specific rows to users. This option allows you to include text with instructions and a link in the email body, although images are still not allowed. This approach allows you to send the information without providing direct sheet access.
4. External Email Notification: If you have access to an email integration tool or external service like Power Automate or Zapier, you could set up a flow to trigger an email to the user when an event happens in Smartsheet. This would give you more flexibility to include hyperlinks, images, and attachments in the email.

Using these methods, you can provide users with the information they need without granting full access to the sheet or compromising Smartsheet Gov’s security constraints.

Please feel free to reach out or put time on my calendar for more assistance.

mcarlson

Hi!

In Smartsheet Gov, there are limitations in automation for sending images or hyperlinks directly in alert messages, but here are a few workarounds you might find useful:

1. Use a Document Link in a Column: Create a column in your sheet specifically for a document link or instructions. You can add a URL to a shared document in this column, such as a link to a file hosted on a secure platform that your team has access to. Then set up an automation rule to notify users when this column is updated, allowing them to click the link without giving full sheet access.
2. File Attachment Column: If you need to attach a file, use a file attachment directly within the row. Though the automated message won’t send the file itself, you can set up an automation that triggers a notification whenever a file is added to the attachment column for that row. The notification will prompt users to open the row, where they can download the file without needing sheet-wide access.
3. Send a Link via Email with Instructions: Since automation alerts have limitations, you could use Smartsheet’s “Send Row” feature to email specific rows to users. This option allows you to include text with instructions and a link in the email body, although images are still not allowed. This approach allows you to send the information without providing direct sheet access.
4. External Email Notification: If you have access to an email integration tool or external service like Power Automate or Zapier, you could set up a flow to trigger an email to the user when an event happens in Smartsheet. This would give you more flexibility to include hyperlinks, images, and attachments in the email.

Using these methods, you can provide users with the information they need without granting full access to the sheet or compromising Smartsheet Gov’s security constraints.

Please feel free to reach out or put time on my calendar for more assistance.