Alerts/Notifications with messages

Irene Plant

I have a sheet named inspection sheet, on this sheet is several inspections that are due at different times of the week, month and year. In order to make sure these inspections are carried out I have listed the inspections in rows, on each row is the date it is due and the person it is assigned to. Therefore to ensure these inspections are carried out on time I have set up a 'blanket alert' to email the 'assigned to' on 'due date'. This works okay in that people are receiving emails to tell them an inspection is due. The only problem is they are then having to go into the sheet and find which inspection is due, what i would like to do is get a more specific alert sent out for each of the inspections. I know I could do this by setting up an alert on each row but there are literally hundreds of inspections and this would take forever! Does anyone know if there is a way to do a 'blanket alert' as I have done already but to inculde the name of the inspection so the alert would just have to pick up 'Inspection Name'. Hope that makes sense?! Any help would be appreciated. irene

J. Craig Williams

Irene,

rI don't have an example of a Reminder in my email at the moment ... I thought it referenced the row that triggered the reminder.

 

You could try something like is discussed in this blog post:

 

https://www.smartsheet.com/blog/support-tip-conditional-reminders

 

Or if your Reminders are always on "Due Date", you could have a report that lists non-completed inspections from the last week or so. The users could have the report as a favorite to get to the list quickly. 

 

Work flow would be something like:

1. user gets email that an inspection assigned to them is due

2. user opens report to see what inspections are due or past due

3. user updates info from report.

 

Hope this helps.

I might have more suggestions after I see the Reminder email again.

 

Craig

 

Greg Hawk

Where is the name of the inspection located? If it is in the row, that should be included in the reminder email. It sounds like it may be located in a parent row, correct?

 

There isnt a way to include parent rows in a reminder (unless the parent row has a reminder set for it). You could add an additional column to your sheet that contains the name of the inspection for each row (using a formula, it could pull this information from the parent row). With this new column, the information would be included in each reminder. 

J. Craig Williams

Greg, good catch. I missed that nuance.

 

Craig

Irene Plant

Thank you for your help everyone, I think the best way to do it is by  using a formula to add the inspection name (pulling it from the parent row) as Greg suggested above!