Automation Workflows

cclement

Hi,

I have set up a worksheet that will have hundreds of rows of data. I have set up an Automation Workflow Approval process that sends an email to recipients for approval when data is updated, however if a figure is updated in multiple rows, it sends a separate email for every update. How can I set the automation to send a single notification that covers multiple updates?

Thanks,

Carl

jmyzk_cloudsmart_jp

Hi @cclement

Great question!

Instead of using an Approval Request, I recommend switching to an Update Request. This gives you more control over the response options and allows you to customize the workflow logic to suit your needs.

Here are a few adjustments you can make:

• Replace the default approval choices like "Approved"/"Declined" with simplified values such as "Approve" and "Decline".
• Remove "Submitted" as a choice if it’s unnecessary for your process.
• Create your own logic within the workflow to handle status updates. For example, trigger actions when the "Approval Status" column changes to "Approve" or "Decline", rather than relying on the built-in approval mechanism.

Also, I tested using a time-based trigger in hopes of batching multiple approval requests into a single email, but unfortunately, Smartsheet still sends individual messages for each row update.

If consolidating multiple updates into a single notification is critical, one workaround might be to summarize changes in a report and notify stakeholders on a set schedule (e.g., daily digest), but this would not support direct in-cell responses like update requests do.

Let me know if you’d like help setting up a sample workflow!