Few questions about Smartsheet

Rick R

Hello,

I'm new to Smartsheet and created a trial account to test if we can automate our resource management process with it. I have the following questions about Smartsheet.

1. With Alerts & Notifications I want to create rules to send notifications or approvals to project managers, team managers and project members. Is it possible to mail to a variable? For example if row 5 is changed to the email address (contact?) in the column with name "project manager" of row 5. Or is there another easy way to do this instead of creating a single alert for 200 people?

2. Is it possible to create a form which can add multiple rows at once? Or is it only possible to use forms for adding 1 row a time?

3. Because I have a column with each week (week 1 till 51) my sheet got like 80 columns. When Smartsheet sends me a Confirmation mail (with the horizontal column) it is not able to show me all the columns. The column names of the last 15 columns are shown in 1 column. Is it possible to send the sheet as a file to solve this?

4. The same Confirmation mail as in question 3 says changes highlighted in yellow but it isn't. I tried it a few times but in this mail the yellow highlight does not work. Seems like a bug?

5. Is it possible to install Smartsheet as a on-premise application or can it only be used as SAAS application?

Andrée Starå

Hi Rick,

1. Yes, it is possible to mail to a variable, but it needs to be a contact column.

2. No, Unfortunately not.

3. You can send the sheet as a file but not automatically when you get a confirmation.

4. Yes, it sounds like it's a bug. 

5. It can only be used as a SAAS solution.

I hope this helps you!

Best,

Andrée Starå - Workflow Consultant / Get Done

Rick R

Hi Andree,

Thanks for your fast and clear response. 

About answer 1: Now I have a few contact columns I see it is possible and it is very easy.

I have one extra question: When I do an update request I can select the columns I want to send in the update request. For example if I select the column: "Project name" the receiver can edit the project name. Is it possible to grey out columns in the update request? If I don't select the column "Project name" the receiver don't know for which project he is updating information. 

Andrée Starå

Hi again Rick,

You can lock the columns that you don't want them to be able to change. 

Best,

Andrée

Rick R

Hi Andree,

Do you know if there is an implementation consultant in or close to the Netherlands?

And back to my second question about adding multiple rows. For example if a project manager needs to add like 20 rows because he needs to request resources for different project phases and roles/employees. Are there only the following 2 options? 1. The project manager needs to fill in the form 20 times. 2. The project manager has enough rights to fill in the information directly in the sheet.

Or do i miss something?

Best,

Rick 

Andrée Starå

Hi Rick,

Everything is relative, I live in Sweden, and i'm a Workflow Consultant / Implementation Consultant.

I work with clients all over the world. 

Regarding your second question. It depends on your specific use case. The easiest way would be to share the sheet, but there are other ways also, but it all depends on your specific use case.

I'd happily work with you and help you with setting up a solution.

If you'd like we can book a time for a free discovery call. How does that sound?

Please e-mail me at andree@getdone.se and well take it from there.

I hope this helps you!

Best,

Andrée Starå - Workflow Consultant / Get Done

Andrée Starå

Hi Rick,

How did it go? Did you manage to get something set up?

Best,

Andrée Starå - Workflow Consultant @ Get Done