Issues with the Subject line of automated messages from the Smartsheet

KeeMA

Hi,

I recently automated using manage workflow where Smartsheet will automatically send out emails to specific group of people about a product delivery when a date criteria is met.

The message looks like this

Subject: Parts shipping on {{Delivery Date}}

Message:

Hi

Below parts will be shipped out {{Delivery Date}}

linking specific columns of Smartsheet.

Above is working well when there is one only product item in the sheet that meets specific date criteria.

I had a message sent out with wrong subject line when multiple rows met the date criteria.

Where the subject got replaced with the Sheet name

and the body of the message repeated 3 times since 3 rows met the criteria.

I need the Subject as "Parts shipping on {{Delivery Date}}

Message:

Hi

Below parts will be shipped out {{Delivery Date}}

linking specific columns of Smartsheet with all three row

{Coulumn1}

{Column2} {Coulumn3}

Row 1X Row1Y Row1 Z

Row2X Row2Y Row2Z

Row3X Row3Y Row3Z

Is there a fix to this? I want one message with all rows displayed

.

Smartsheet doubt.png

mcullen

Hello @KeeMA,

Unfortunately, this is how Smartsheet sends the notification for "When a date is reached".

Here's an article that may be helpful: Customize your alerts and requests | Smartsheet Learning Center

Specifically, the "Work with placeholder's" section:

Time-based alerts: Behavior with placeholders

When you set up an automation workflow to trigger When a date is reached and select a date in the trigger, the notification behaves differently depending on how many rows meet the criteria:

1. One Row: Placeholders in the subject line display the actual values from the row. The email body includes the custom message you set up, with placeholders populated by the row data, followed by the row information.
   • Example: A subject with the placeholder {{Status}} shows Task Complete, if that is the value in the row's Status column.
2. Multiple rows: All rows will be grouped into one email notification.
   • Subject: The placeholders in the subject will be replaced with a default subject, such as Reminder: [Sheet Name].
   • Email Body: The email contains one custom message for each row, including any placeholders used. After each message, the row details (as configured in the custom message section) will be listed at the bottom of the email.

Hope this helps!

Michelle

mcullen

Hello @KeeMA,

Unfortunately, this is how Smartsheet sends the notification for "When a date is reached".

Here's an article that may be helpful: Customize your alerts and requests | Smartsheet Learning Center

Specifically, the "Work with placeholder's" section:

Time-based alerts: Behavior with placeholders

When you set up an automation workflow to trigger When a date is reached and select a date in the trigger, the notification behaves differently depending on how many rows meet the criteria:

1. One Row: Placeholders in the subject line display the actual values from the row. The email body includes the custom message you set up, with placeholders populated by the row data, followed by the row information.
   • Example: A subject with the placeholder {{Status}} shows Task Complete, if that is the value in the row's Status column.
2. Multiple rows: All rows will be grouped into one email notification.
   • Subject: The placeholders in the subject will be replaced with a default subject, such as Reminder: [Sheet Name].
   • Email Body: The email contains one custom message for each row, including any placeholders used. After each message, the row details (as configured in the custom message section) will be listed at the bottom of the email.

Hope this helps!

Michelle

KeeMA

Thank you Michelle.