Automation Message to specific contact with only their relavant entries

I have a grid with date from multiple users. I want to be able to send out a message each month to the user showing only the entries they provided. For example, Leo would get one message showing his client, date, program name and #_participants. While Sandy would get one message with the two different clients and the dates, program names and #_participants.

Is there a way to be able to send the message through automation to each Executive Director, without having to create an automation for each ED. Also, can the message be written so that the it just provides the message once (red) and then lists all applicable entries (yellow).

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Accepted answers

Melissa Yamada

Right now your automation is sending one email per row, which is why you’re getting repeated headers (red) instead of one clean message with all entries.
What actually works (cleanest workaround)

Use a Report + “Send as Attachment” approach:

Create a report filtered by Executive Director = Current User (or just grouped by ED)
Then set automation:
Trigger: once per month
Action: Send as Attachment → to “ED_Email” column

This sends one email per person. The 'Current User' functionality only works in Smartsheet, not in the emailed attachment, so it's best to send a link to the report in the automated email to work around this.

All comments

Melissa Yamada

Right now your automation is sending one email per row, which is why you’re getting repeated headers (red) instead of one clean message with all entries.
What actually works (cleanest workaround)

Use a Report + “Send as Attachment” approach:

Create a report filtered by Executive Director = Current User (or just grouped by ED)
Then set automation:
Trigger: once per month
Action: Send as Attachment → to “ED_Email” column

KelJoy

Thank you. This works and wasn't too time consuming.

Melissa Yamada

Right now your automation is sending one email per row, which is why you’re getting repeated headers (red) instead of one clean message with all entries.
What actually works (cleanest workaround)

Use a Report + “Send as Attachment” approach:

Create a report filtered by Executive Director = Current User (or just grouped by ED)
Then set automation:
Trigger: once per month
Action: Send as Attachment → to “ED_Email” column

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