Communicating with non-smartsheet users via smartsheet

Crabe

Hi there

We are setting things up in smartsheet to help automate our position/job classification request process. Requestors can fill out a smartsheet form and once it is submitted it starts the request review process.

One the form, the requestors include their email address. We have the automation-workflows set up so that once a request is submitted via smartsheet, the requestor receives an automated response to their email.

Now we are looking for ways to communicate with the requestor throughout the review process without having them sign up for smartsheet accounts or granting them access to the sheet.

• is there a way to communicate with a requestor via smartsheet
  -if we need additional information, if information on the form is incorrect or needs to be updated?
• if we send a message to the requestor via the add a comment function,
  a. is a smartsheet account (free account) required for them to respond
  b. will the Commenter Permission give them access to the full sheet? Or just the row that has the comment?

We are on a business plan.

Our goal is to keep all communications between our team and requestors housed within smartsheet (and assigned to the proper row) rather than having to use our business MS Outlook email.

THANK YOU!

Christina

florian.zbinden7

Hi Crabe,

I believe you should test an automation workflow.

There are some templates available when you click on Automation from a Sheet, it's an easy start :

Then you can set criteria and defined a column "assigned to" for example where you have the e-mail address to the person supposed to update the row (it works by row). It should work even for a user that has no Smartsheet account, but you need to double check this, I'm not sure.

Hope this helps and looking forward to your feedback,

Florian