Automated update requests

thomasgrimshaw

Hi,

I'm new to Smartsheet so am trying to get grips with it! I'm not sure if what I'm trying to do is possible, so thought I'd try the Community!

I've managed to get automated approval requests working fine, but I'm struggling with setting up automated update requests - does this functionalist exist? I've attached a screenshot, if it helps.

For example, when a customer request is approved by the team, the "Approval" column changes to "Approved". When the status of this column changes to "Approved", is it then possible for an update request to automatically be sent to the email address entered in the "What is your email address?" column?

Any insight or help would be greatly appreciated.

Many thanks!

Thomas

Schiff A.

Hi thomasgrimshaw!



If you are on a Business or Enterprise plan you can send automated update requests: https://help.smartsheet.com/articles/504779-using-update-requests



If you are on one of those plans, you can specify that the update request should be sent out based on a contact column in your sheet. Make sure the "What is your email address?" column is a "Contact List" type column: https://help.smartsheet.com/articles/504619-column-types

Let us know if you need any more help!

Thanks,

Schiff

Smartsheet Support

thomasgrimshaw

Hi Schiff,

Thanks for getting back to me!

I've already set an update request rule that states when the status in the "Grimshaw approval" column changes to "Approved", an update request is sent right away to the contact in the "What is your email address?" column. I've also sent the "What is your email address" column to the contact list type.

However, the user is still not receiving an update request email. Am I doing something wrong?!

 

Cheers,

Thomas

Schiff A.

Hi thomasgrimshaw,

The issue may be to do with sheet settings or with the user's ability to receive notification emails. 

• Is the user receiving other Smartsheet notifications? Have them double check their spam/junk folder
• Check the sheet's notification settings. This may be set to only send notifications to people shared to the sheet:  https://help.smartsheet.com/articles/2476586-control-who-can-receive-notifications-from-your-sheet
• Try sending the update request manually to the intended recipient. 
• Try sending the update request to a different recipient.

 

If you're not able to find a resolution, let us know the results of your troubleshooting and we can guide your further.

 

Thanks,

Schiff

Steven Singleton

What was the resolution to this? I am having the exact same problem! If I establish the update request with a specific users email address it work seamlessly, but when I direct it to a contact list column it won't work. Please help!!!!

robert.fornabaio28401

So I'm 3 months late to this, and I'm having the same issue.  I've ran through your troubleshooting steps Schiff A.  My user receives notifications from SmartSheet, they are specified as the send to on the alert (and they are on the sharing list for the sheet), I've been sending the update requests to them manually.  What is frustrating is that it has been working in the past, and with the last series of line entries I've entered, no approval requests have sent!

debb

I'm having this exact issue. I have to manually send a request for update when it looks like it should just auto send. It won't reference the contact list for some reason. It worked once so we went ahead and broadcast it so we need a fix for this. HELP! 

Shaine Greenwood

Hello everyone—

If you've created automated approval and update requests in the past which have worked, please revisit your account- and sheet-level alerts & actions settings.

Make sure that on both levels, you're set to Unrestricted. Otherwise, people may not receive your update and approval requests.

Details on how to change these settings can be found in our help center: https://help.smartsheet.com/articles/2476586-control-who-is-notified-about-alerts-and-requests

If you've already done this, then please double-check the email addresses in the Contact list column or the alert rule—they may have been mistyped.

Otherwise, contact our Support team and we can troubleshoot further.