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Instant Notification Whenever Someone Assigned?

Bob Lee
Bob Lee ✭✭
edited 12/09/19 in Archived 2016 Posts

Is there a way to make it so whenever someone is chosen in a contact list, they receive a notification that they've been "assigned"? I see that folks can receive an alert if anything changes, but I only want them to receive a notification if they're chosen. 





  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭



    Only as a work-around, as far as I know.

    Under Alerts, there are two types; Notifications (based on changes) & Reminders (based on dates).


    Notifications don't go to the person who made the change (ok for your case), but you can't assign it to an Contact List type - only a specific user. And it isn't conditional.


    Work-around 1: Add a checkbox column for each user. Add formula to check the box if the column matches the Assigned To. Use Notification for each user to send them a notification if "their" column changes.

    Clunky and a hack. But functional for small groups (until the group changes).



    Reminders key off dates, any Date column. They can be sent to Contact List entries.

    Reminders can only be sent to persons shared to the sheet (likely ok for your case)


     Work-around 2: Set the Reminder to trigger some time before the Start Date.

    I don't know if or how far in the past the Reminders go, but it might be / probably is in the doc. If you can set the Reminder to trigger a month before the Start Date and the task starts in two weeks and it WORKS, then there ya go.

    If it doesn't, well, you might need to have it trigger not so far out.

    But it won't be triggering when you assign it, only when the "event" occurs.

    There's likely nuances there I haven't played with yet, so I'm curious what you find if you try this one.


    Hope this helps.




  • Bob Lee
    Bob Lee ✭✭

    Craig - I like the checkbox hack.

    Nice work.

    Thanks for the reply.

  • Shaine Greenwood
    Shaine Greenwood Employee
    edited 09/16/16

    Hi All,


    I wanted to mention that we're actively working on this feature. If you have ten minutes to spare, we'd love to get your participation in a usability study we're running.


    For more information, see this annoncement:



  • Rohit Rao
    Rohit Rao
    edited 10/18/16

    @Shaine taht feature study is closed. Was it for this exact issue- instant notification when someone is assigned? If so, do we know when it will be available? (Enterprise customer)

  • Shaine Greenwood

    Hi Rohit—


    We don't have a timeframe for when the feature will be released and the study was over the idea of conditional notifications in general, which would include a "send notification to shared user when they become assigned on a task" type of logic.

  • Is there any update on this?  I use the assigned to frequently and the only option for now is to send notifications when anything changes which is cumbersome if it's not assigned to you.

  • Shaine Greenwood

    Hi Christina,


    We're working hard to test this feature and bring it into the app as soon as it's ready. We're hoping to have this out for our March release (likely mid-late March), but we don't have a concrete timeframe. Just like with most development work, we could run into circumstances that would cause the feature to be delayed.

  • Brent Nathan

    Hi Shaine...any further updates on this available? I am managing sheets with over 40 columns now as a result of the amount of notification columns required based on my team of 20+ individuals.  The end result is that the output to my notification emails is really ugly and narrow.  Hoping this feature is implemented very soon.


    See related thread about my email notifiation issues: https://community.smartsheet.com/discussion/how-adjust-column-width-email-notifications



  • Shaine Greenwood

    Hi Brent,


    Our Product team is still working to release this feature late this month, as long as the feature meets our standards of quality. We'll be making an announcement in the Community for this feature, as it's in high demand. Stay tuned!

  • Diane Hartman

    Shaine- Have you released the update with the email notification to team members when a task has been assigned to them? I love SmartSheet otherwise but not having this feature is a bummer.

  • Shaine Greenwood

    Hi Diane,

    We did! https://help.smartsheet.com/articles/542904-using-notifications

    The normal caveats still stand for notifications. To receive notifications on a sheet, you must be shared to the sheet and have logged in to Smartsheet at least once.


This discussion has been closed.