Attachments Not Being Sent with Automated Email

Kristal S.

Hello all,

Was hoping to receive some assistance regarding attachments for automated emails please!

I currently have a workflow setup such that when the user checks off a "released" checkbox, an outgoing email containing certain pieces of information are sent out to a group of contacts. In the event that the an attachment (which is always a PDF file) has been added to the pertinent row, it should also be shared in the automated email being sent out.

Please note that the workflow has been set up as follows:

Unfortunately, the email notification being sent out does not seem to contain any attachments even though Smartsheet is showing that the PDFs were successfully added to the corresponding rows:

Does anyone have any guidance on how I can go about resolving this issue?

Many thanks in advance!

KhristineL

I believe Smartsheet will only include an attachment if the triggering event is the attachment being added and/or changed. To get around that, we have a two-step workflow process in place. For example, a new hire at our company is issued a PDF credential once their account is activated.

Workflow 1: When status changes to Active, generate a PDF document and attach it to the row.

Workflow 2: When an attachment is added, send an email alert to the employee (with attachment).

If you go this route, your first workflow would be triggered by the user checking the "released" checkbox. That will generate the PDF you want to share and attach it to the row, and then the second workflow would be triggered to include all the sheet details you need shared + the newly added attachment.

Kristal S.

Thank you so much, @KhristineL! That was super helpful!

Is there any chance you may have be able to provide some guidance on an alternate Workflow 1? I would prefer for the user to add a user-generated PDF instead of a Smartsheet-generated PDF (since Smartsheet won't have all the data needed to generate the desired attachment.)

Additionally, it will not always be the case that an attachment is required in the automation. In order to ensure that an email is sent in both scenarios (1. share the details with an attachment when one is available, and 2, simply share the details without an attachment because it's not available), should I simply add a conditional statement as follows?

optimist

I also have the same question about smartsheet as i need to send a pdf attachment which is user produced