Is there a way to apply automated actions to sub-tasks?

Angie Hatfield
Angie Hatfield ✭✭✭✭
edited 12/09/19 in Smartsheet Basics

I have a sheet that has a list of small projects. Each task has a group of subtasks to be completed, situated on the lines below (indented).

Each subtask is grouped together with the type of subtasks. Each line includes the subtask name, the owner, and status.

When that subtask is done, ithe next subtask should begin then to the next group of subtasks.

I want to notify the person associated with the next subtask to begin and when that one is completed, notify the next one and so on, until all of the subtasks are completed. Then send an approval request to the Manager.

Is there a way to use an automated action to update a subtask?

This sheet has many small projects, each with the same subtask layout. I could set this up with more columns, but I would rather not. I really like the layout with the subtasks, it allows documentation and comments to be saved to a specific sub-task as well as keeps me from scrolling back and forth..

I have attached a screenshot of the layout.

Thank you for reviewing,

Angie Hatfield

SS Automated Actions Question.jpg


  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    Hi Angie, 

    In our experience, we had to add an extra contact column which we named "Handoff to" Then we had to add the users of the following tasks individually. We were able to set up Notifications to go out based on completion of a row to the Handoff column in the same row. 

    The functionality you want does not currently exists and you can't use formulas in contact column row so it makes it impossible to have the contact column mirror the set-up in the following row. I suggest submitting a product enhancement request

  • Angie Hatfield
    Angie Hatfield ✭✭✭✭

    Thank you for your feedback.  I appreciate it.

  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    You're welcome. I've attached a screenshot of our notification settings for you to review. We created separate notifications depending on the title of the task row so that each handoff could include specific language in the email regarding the next task. This resulted in multiple notifications having to be set up but it worked! Hope that helps.