Approval Template

Vinay Soni

I need to perform QAR on a set of data cubes assigned to users in Smartsheet. With over 5,000 users, each having different managers listed in a separate column, a single manager might have around 15 to 20 users assigned to them. When I want these QARs reviewed by their respective managers, using the approval workflow template in Smartsheet sends as many emails to managers as the number of users they are assigned to. Is there a more convenient method to send the list to different managers at once and automate this process?

jmyzk_cloudsmart_jp

Hi @Vinay Soni

To streamline the QAR review process and send a consolidated list of tasks to managers, here are three approaches with their pros and cons:

1. Create a Report Filtered by Current User

• Implementation:
  • Create a Smartsheet report.
  • Set up a filter for the Manager Name column (Contact List Column) to show rows where the value matches the Current User.
  • Share the report with managers so they can view and edit only their assigned tasks.
• Pros:
  • Managers see only their QAR requests in the report.
  • Managers can directly edit and update their assigned tasks in the report.
• Cons:
  • The base sheet must be shared with managers.
  • This allows managers to access and potentially edit rows not assigned to them in the base sheet, leading to security risks or unintentional changes.

https://app.smartsheet.com/b/publish?EQBCT=11d1408e28954f8a9399df69fa6a1a3d (Demo Sheet)

As shown below, with the current user filter, only rows assigned to me, jmiyazaki, are shown in the report below.

https://app.smartsheet.com/b/publish?EQBCT=007c79aa9d204b95bd15016ed61945ce (Demo Report)

Current User Filter

2. Use Dynamic View Filtered by Current User

• Implementation:
  • Create a Dynamic View in Smartsheet.
  • Filter the view to show rows where Manager Name equals Current User.
  • Configure permissions to show or make editable only the necessary columns (e.g., Approval Status, Comments).
  • Share the Dynamic View with managers.
• Pros:
  • The base sheet does not need to be shared with managers, improving data security.
  • Provides granular control over which columns are visible or editable for managers.
• Cons:
  • Requires access to premium apps, Dynamic View, increasing costs.
  • Additional setup effort is needed compared to standard reports.

In the image below, with the permission setting, I can only edit that two status.

3. Create Automation to Consolidate Emails

• Implementation:
  • Add a checkbox column (e.g., Send).
  • Set up an automation rule:
    • Trigger when the Created date is "Today" (or based on your scheduling needs).
    • Automatically check the Send checkbox for relevant rows.
  • Create an "Update Request" automation:
    • Send a single email per manager with all rows (tasks) assigned to them in one message.
    • Do not use placeholders like {{User}} in the message body. (As I tested, if I use the placeholders, message will be sent separately.)
• Pros:
  • Managers receive only one email per day with all their tasks, reducing email fatigue.
  • Does not require the use of external tools or reports.
  • Fully automated and scalable.
• Cons:
  • The email content cannot be deeply customized per row without using advanced placeholders.
  • Requires careful configuration to ensure accuracy and relevance.

Workflow Automation Example

Update Request Received

Recommendation:

The choice depends on your priorities:

• If cost-efficiency and direct editing are priorities: Use Option 1 (Reports) or
• If data security and granular column control are essential: Use Option 2 (Dynamic View).
• If cost-efficiency, data security, simplicity in communication are preferred: Use Option 3 (Automated Email Consolidation).