Update Request to Multiple Recipients

Steve SSteve S
edited 12/09/19 in Using Smartsheet
02/21/19 Edited 12/09/19

I send an update request to 10 people. The request has the 10 recipients listed with text boxes under their names where they will each fill in data and SUBMIT it back to the SmartSheet. 

It works fine except when recipients go on vacation or are not available to answer the email update request. This holds up the entire process because the SmartSheet is waiting for each recipient to submit their data before the next action can kick off. The request will hang out there in PENDING status until this person returns to work and submits their data from the update request. 

Is there a work around for this situation ?

I would hope for a solution that would allow any of the 10 recipients to take the update request they received and submit answers for themselves and / or anyone else in their absence. 

Comments

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Steve,

    There are a few different ways to set this up.

    One way could be to have an extra update request sent after a defined period where someone, everyone or select people get it and can then update those that haven't answered.

    Would that work?

    Have a fantastic weekend!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Hi Andree. I think I follow. 

    Example. After 24 hrs. have the Smartsheet look for empty cells, pick the owners of those cells and auto send them another update request. 

    My concern is, the smartsheet is looking for that particular person to receive the update request into their email inbox and submit an answer. If that person is on vacation for a week, we cant wait for that person to return. We need to be able to have someone else answer for them. For some reason when we tried this the smartsheet accepted the answer but the initial update request was hanging out there in PENDING status and that holds up the next auto step in the process. 

    Is there a setting somewhere I can allow anyone to answer for anyone from the first update request and the Smartsheet will accept those entries from others without keeping the update in PENDING status ?   I have attached a document to try and explain. 

    Pending Status Explained .png

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Ok.

    I'm not sure I follow wink

    Can you maybe share the sheet(s) or some screenshots? That would make it easier to help. (share too, [email protected])

    Best,

    Andrée

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Invite is on the way. Thank you. 

     

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Steve,

    I'm glad we got a working solution set up.

    Best,

    Andrée

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • I have a slightly different question, but along the same lines.  I have an update request sent to multiple people but only need one to reply (this is how I'm handling the delegation while out or backup designee).  However, it now shows a pending update request expecting all to reply.  Is there a way to set the Update Request to show Complete when only one has replied?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Jeff,

    Unfortunately, I don't think it's possible.

    Please submit an Enhancement Request when you have a moment.

    A possible workaround could be to have a shared email address that forwards to everyone.

    Two other ways could be to send yourself the update request and then forward that to everyone or add the link to the row in Smartsheet and have an Alert send it to everyone automatically.

    Would any of those options work?

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • The shared email address is probably best, but I would also have to create it as a user in Smartsheet per our company security settings.  But it should work.  I will try that out.

    I'll submit the enhancement request.  Thanks for that link.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Excellent!

    Happy to help!

    Best,

    Andrée

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

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