Auto Assign w/in Marketing Request Tracker

SBradfield

I am trying to figure out how to write a formula to auto assign a task when it meets different criteria. For example, my column is "Type of Request". If it is Creative, then I want to assign Kristi from my contact list. If it is Product, I want to assign John. I have 7 different choices within the Type of Request column and I want to be able to assign directly to the person responsible.

Mike Wilday

At this time, this is not possible with Smartsheets. The contact list columns do not allow for the insertion of formulas which would have to be used to set the contact. You might be able to try something with a third party app called Zapier. Craig Williams is most familiar with the app and might be able to help you out. 

https://community.smartsheet.com/user/j-craig-williams

J. Craig Williams

If Alerts are not needed, the simplest way is to use a Dropdown List column for the assignment (Contact List types do not allow formulas). Build Reports for each person based on the Dropdown List (What? not Who?)

Further, I would build a role table (probably on a separate sheet) and reference that in the formula.

Check out INDEX and MATCH in the function list:

https://help.smartsheet.com/functions

I have crappy work-around to getting Alerts to the right person but it is:

- incomplete

- difficult to setup (in some situations)

- crappy (I said that)

and I want Smartsheet to just give us the functionality we need (formulas in Contact List columns), so I don't want to spend a lot of time on trying to refine it - that will take away from the joy of getting such a feature.

Craig

 

 

 

Andrée Starå

Hi,

Another way if you want to use the Alerts & Actions could be to set up rules that send an update request to the assignee and then they choose that they are assigned the task. A bonus with this method, although a little cumbersome it will also inform that there is a new task.

I hope this helps you!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Paul Newcome

What he said ^^^. I've put in an enhancement request for this as I'm sure Craig has too. Outside of using the dropdown instead of the contact type column, a third party app may be what you need.

Andrée Starå

Hi everyone,

Formulas in contact columns. It's released now! 

https://community.smartsheet.com/announcement/announcing-formula-support-contact-columns

Have a fantastic day!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting