Email automation

Zsoltolah

Hello,

I'm in a little pickle here. Smartsheet can send out emails through automation. Those emails, especially when include an attached file, are not professional. I saw some users literally put a disclaimer in their email to ignore the links and highlighted information, rows, etc. That format is not acceptable.

So, as a workaround, I built the automation to send the email to my account as is, then MS Workflow (formerly known as Power Automate) picks up the email, remove the noise and confusing content, and then sends the email out to the real target person on behalf of an inbox that is maintained and can engage in replies.

This works. Until Smartsheet sends multiple emails out within a certain time period. Because technically these emails go to the same person (me), the automation automatically combines them. Which breaks the flow. So, this solution works only if I send emails one by one. Unfortunately, there's no configuration (as far as I know) to force that. So, I either do this manually, or write a Python script to trigger those 5 minutes apart. Both ways are obviously clumsy.

Another workaround I tried is using the alternate emails. MS Outlook delivers emails to the same inbox even if you add +1, +2, etc. to the email. So someone+1@somewhere.com would be delivered to someone@somewhere.com. However, Smartsheet does not send those emails for some reason.

In short, I ran out of ideas of how to make email notifications with an attached file less confusing. Does anyone have a solution for this? (And no, we're not allowed to use Zapier or other third party stuff.)

Sheryl P

I believe if there is a reference to a field in the sheet included in the subject line - Smartsheet will see them as different and will not combine it - but will send individual emails.

Zsoltolah

https://community.smartsheet.com/discussion/comment/462320#Comment_462320

I'll check. Even if that field is the same value for all?

Adrian Mandile CHESS

Hi @Sheryl P,

That's not my experience. I use a {{column_name}} reference in a lot of my Smartsheet custom messages subject lines and still receive emails with multiple rows in the same email body.