How can I set up an automation to send a message when a team member celebrates work anniversary

kavss

I’ve created a sheet with team members' names, their anniversary dates, and a column showing the current year's anniversary date. I want to set up an automated email system that sends a congratulatory email to employees on their work anniversary. Could you guide me on how to achieve this automation?"

Jennifer Kurtz

Good morning, @kavss -

You can certainly set up an automated workflow to run on the anniversary date. :) Do you have a "Contact List" column in your sheet with each staff listed? A Contact List column with the staff person selected would be really useful for this type of workflow.

Your workflow would use the Trigger When a date is reached, and you could choose to run it ON the date field in your sheet ("Formula")

You could add conditions to the workflow if needed…

Your action would be to send an Alert — and here's where a Contact List column will be really helpful! Instead of creating a separate condition path & action for each person, you'd select Send to contacts in a cell and select your Contact List column.

You can customize your message however you'd like! To pull in data from the sheet, you'd reference the column in double brackets - e.g., Hello {{Name}}! Congratulations on your work anniversary!

And you can opt to send ONLY the message, without any links to the sheet.

Does this help get you started?

kavss

Hi
So unfortunately its not working for me. My aim is to send a reminder to the team email when a employee have their work anniversary.

Right now, the alert I created, it just sends wishes all my contact list.
I want the reminder send to the team email, but wishing the employee who celebrates their anniversary. How can I have the right employee name in the message??

Thanks in advance!

Jennifer Kurtz

@kavss - Hello again!

Thanks for the additional details about what you're hoping to do. From reading your response, it sounds like you want to send a message to everyone on your team, and include the name of the person you wish to celebrate.

The info in the double brackets pulls in information from your sheet. So, to include the person's name in the message, you'll need to bracket the column where you have the name. It looks like the person's first name is included in the Name column, so you'd type {{Name}}.

(The double brackets are a great way to include information from the sheet without needing to include a link to the sheet!)

Hope this helps to clarify!

kavss

Thank you for your response.
But it doesn't work for me, I tried with {{Name}}.
So I believe the automation is triggered when it hits a anniversary date in the sheet.

But what happens in my case is that, the message goes with all the names in the sheet to the specific email that I want.

Looking forward to hear from you.

Jennifer Kurtz

@kavss -

Hi there—

So, yes, including the sheet data with the double brackets will include multiple names in the notification when those people have the same anniversary date.

If what you're seeing now is a result of your testing or forcing a run of the automation, please note that doing so ignores the trigger (while respecting any condition blocks, if you added any). So, forcing a run of the automation now will generate a notification for every row because it's ignoring the trigger of sending once on the anniversary date.

If you have multiple people with the same anniversary date, though, the notification as written now will include multiple names. There are workaround for this, of course…but the simplest change would be to change from "message only" to "links to sheet and specific fields," remove the double brackets from the message, and include the Name column.

hope that helps!