Reminder/Alert Automation

ocanel

I have this tracking ticket Smartsheet where every 2 weeks, my team of 4 analyst rotate on who's in charge of addressing these tickets. These tickets don't have deadlines, they just have quality information (e.g. ticket name, description, submitter, status, location of issue).

I want to create an automated reminder for every 2 weeks to the specified rotating analyst. Is this possible in Smartsheet?

mcarlson

Yes, you can set up an automated reminder in Smartsheet for rotating responsibility every two weeks. While Smartsheet doesn’t directly support a recurring “rotation” feature, here’s a workaround to achieve it:

Step 1: Create an Assignment Column

Add a column (e.g., Assigned Analyst) where you specify the analyst responsible for each two-week period. You’ll rotate through this list every two weeks.

Step 2: Set up a Reminder Date Column

Create a new column (e.g., Reminder Date) with a date that aligns with the start of each two-week cycle. You’ll update this date manually or set a formula to increment it every two weeks.

Step 3: Set Up an Automated Workflow for Reminders

1. Go to Automation > Create Workflow and choose Alert Someone.
2. Set the Trigger to check every two weeks on your desired day (e.g., every other Monday).
3. In the Condition block, add a filter to check that the Reminder Date matches today’s date.
4. Set the Action to send an alert to the email listed in the Assigned Analyst column.

Step 4: Adjust the Analyst Rotation

To automate the analyst rotation, you could:

• Manually update the Assigned Analyst column every two weeks.
• Alternatively, use a helper sheet to track the rotation and reference this in the main sheet.

Optional: Use a Report to Track Upcoming Reminders

To easily monitor or adjust upcoming reminders, create a Smartsheet Report that filters for rows with upcoming reminder dates, making it simpler to update your rotation.

This setup will provide an automated two-week reminder to the designated analyst, with minimal manual adjustments needed for rotating assignments.

Feel free to reach out with any additional questions!

mcarlson

Yes, you can set up an automated reminder in Smartsheet for rotating responsibility every two weeks. While Smartsheet doesn’t directly support a recurring “rotation” feature, here’s a workaround to achieve it:

Step 1: Create an Assignment Column

Add a column (e.g., Assigned Analyst) where you specify the analyst responsible for each two-week period. You’ll rotate through this list every two weeks.

Step 2: Set up a Reminder Date Column

Create a new column (e.g., Reminder Date) with a date that aligns with the start of each two-week cycle. You’ll update this date manually or set a formula to increment it every two weeks.

Step 3: Set Up an Automated Workflow for Reminders

1. Go to Automation > Create Workflow and choose Alert Someone.
2. Set the Trigger to check every two weeks on your desired day (e.g., every other Monday).
3. In the Condition block, add a filter to check that the Reminder Date matches today’s date.
4. Set the Action to send an alert to the email listed in the Assigned Analyst column.

Step 4: Adjust the Analyst Rotation

To automate the analyst rotation, you could:

• Manually update the Assigned Analyst column every two weeks.
• Alternatively, use a helper sheet to track the rotation and reference this in the main sheet.

Optional: Use a Report to Track Upcoming Reminders

To easily monitor or adjust upcoming reminders, create a Smartsheet Report that filters for rows with upcoming reminder dates, making it simpler to update your rotation.

This setup will provide an automated two-week reminder to the designated analyst, with minimal manual adjustments needed for rotating assignments.

Feel free to reach out with any additional questions!

ocanel

@mcarlson Thank you so much! This was very helpful!