Request an Update sending multiple lines in 1 email

Greetings-

I have a drop-down column where a staff member is emailed (request an update) if a row is marked as "assigned". If row 1,2,3 are assigned to the same staff member within a few mins, that staff member receives 1 email rather than 3 separate emails.

We want each row to be a separate email so they can mark that row as "complete"

I assume this is happening because I'm selecting them one after another and not enough time in between sending the automation. Any way to for a delay so multiple emails are sent?

Thank you. TM

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Update Requests

Accepted answers

L.Perez

As Sue mentioned, the alert needs to be trigger-based (rather than once an hour or once a day). Additionally, to avoid having to save after every change, I have an idea that I haven't tested yet.

You should customize the alert message to include row-specific criteria (such as {{Task Description}} or {{Start Date}}) in the email subject line.

Maybe that could work?

Deonizia Egan

I do believe the customized subject line would correct this issue. you can use {{Column Header}} in the subject line, replacing Column Header with any column you can use to distinguish the request from others.

All comments

Paul Newcome

If a user is sent a single email with multiple update requests, there should be an option to go to the next row that triggered it when filling out the update request.

tmyers

Hi Paul,

Thank you for responding. I noticed the next (arrow) row button and we are able to see all the requests.

My issue with multiple rows being sent in a single email is when one of the rows is completed but other rows are not.

The Submit button removes the link when a single row has been completed but the other rows have not. I would like to have the link available to use on the other rows, when they have been completed at a later time.

Also, to make it easier to search emails for row requests, I am using the subject line to call out each row with an ID# and the location of the request. I'd like each row to be a separate email for this reason and also the submission issue.

This works perfectly if I'm assigning the rows to different email addresses or if there is a long delay between using the same address.

Thank you, TM

SueinSpain

If you assigned a row then saved the smartsheet, then assigned the next row and saved the smartsheet it should send separate emails for each one.

If you update 3 rows and then do 1 save it will send 1 email as all have the same timestamp

A pain but it is the only way we have got it to work.

We have the same problem if the trigger is once a day / hour etc. rather than immediately - it will group into one email.

L.Perez

As Sue mentioned, the alert needs to be trigger-based (rather than once an hour or once a day). Additionally, to avoid having to save after every change, I have an idea that I haven't tested yet.

You should customize the alert message to include row-specific criteria (such as {{Task Description}} or {{Start Date}}) in the email subject line.

Maybe that could work?

Deonizia Egan

tmyers

Hi Sue, I believe the customized subject line, as suggested by Deonizia, was the fix. You might want to try it and see if that would work for you. It seems to be working for me, at least for now.

I also had the trigger set as immediately, but it wasn't sending quickly enough. :)

tmyers

Thank you!!!

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