Alerts for different dates within a row

lorrainequick

How do I set up alerts based on specific dates in columns on one row ? I need three people to get an email alert based on the deadline dates and mostly there are 3-4 per row . Can anyone help

Thank you 🙇

Adam Costello

Within automations you can change the trigger to "When a date is reached" and then select "Date field" instead of on a specific date. From there, if you have columns setup as date columns, they should show up for you to trigger your emails.

Then select the "Alert Someone" action and compose your message.

https://help.smartsheet.com/2483226/automated-email-notifications

Brian Wilson DC

@lorrainequick Good morning, Lorraine. It sounds like you are trying to setup automations to alert individuals when a specific date is reached. To do this you will wanted to click on "Automation" at the top of the Smartsheet program and then create a new one. There are four options as "Triggers" for the message to be sent. Since yours focuses on the date, choose "When a Date is Reached" option. You can either choose a specific calendar date, or toggle the radio button to "Date Field" and this will let you select a row that exists on your Smartsheet. As shown below, I have selected to use one of my date columns as my trigger field and I selected the column titled, "Created Date":

Next you need to determine if you want the specific date that is in your column to be the trigger, or if you want to offset that by any number of days. As an example, let's say you are tracking the start date of something and your column is "Start Date." You could then set a condition in the middle part of the automation to notify the individuals when you are within 7 days of the start date. To do this you would add a condition where the "Start Date" "Is in the next (days)" and input 7. I have an example of that below.

If you decide not to add any conditions to the date and just want to use the date that is in your column to act as the trigger, remove the Condition area from your automation.

Then select your "Action" that you'd like your automation to perform. In this case, you want to Alert someone (or a group of people). Select the "Alert Someone" Option, enter in their email addresses and decide if you want to use a default or custom message. I've included a short custom message for reference:

I hope this helps. You will need to setup an individual automation for each of your individual date columns. If you have one date column that you'd like to setup multiple automations for (I.e., within 2 weeks of a start date, then 1 week, then on the start date) you can use multiple conditions to generate an email. That would look something like:

I hope this helps!

lorrainequick

Can someone tell me what i am doing wrong as the person didnt get a reminder - I set it to trigger on the DD1 2weeks to go column which is todays date and I set it for 3pm which was 5 mins ago for me here in the UK - grateful if someone can tell me what error I have made ? I was under the impression I didnt have to add any Conditions to this ? Thanks