Recurring Reminders

LG
LG
edited 12/09/19 in Smartsheet Basics

Hello and thanks for any assistance on this!

I'd like the ability to set automatic recurring reminders for my clients. The ability to have a column "Follow Up" with a drop down menu showing 2 weeks, 1 month, 3 months, 6 months,etc... and then have an email sent to me every 2 weeks or whichever was selected. 

I'm ok with an easier formula if it does the same thing. Example: i simply input 14 as the value for 2 weeks and the date reminder gets sent from that. 

If anyone can help it will be greatly appreciated! Thanks!

 

Comments

  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭✭

    Hi LG

    Are you entering the reminder frequency at the time of creating the record?  If so, you could have a hidden column with the formula

    =[Created]@row + [Follow Up]@row

    If not, do you have a date from which the follow up frequency can be added to get a reminder date as a hidden helper column?

    Then in Alerts and Actions you can chooose to Create a "Set a Reminder" which triggers from a Date held in a column. (point the column in the alert to your helper column).

    Please come back to me if this doesn't make sense!

    Kind regards

    Debbie Sawyer Consultant & Training Manager

     

     

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi LG,

    It's coming!

    More info: https://community.smartsheet.com/discussion/coming-2019-recurring-workflows

    There also are a few different workarounds to make it work today. The best depends on your specific need and process.

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • LG
    LG

    Debbie thanks for your prompt reply. I was some what able to make your formula work with creating some new columns. But I still lack the ability for it to be recurring reminders. So if i put in 14 days, or 2 weeks for the reminder. I would like it to be every 2 weeks forever that i am notified - as a way of reminder to contact my client continually. 

    Does that make sense?

  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭✭

    Ah yes - that makes sense.

    Ok - so an alternative...

    You could create a Report per [Follow Up] value with a list of client names that you want to contact(and their contact details).

    Then for each report set up Send As Email with recurring delivery to match the [Follow Up] value in the criteria.

    E.g.

    Create a New Report called "Fortnightly Followup" and Set the value 14 as the criteria to match in [Follow up] column, add in the contact details.  Run the Report.  From the File menu choose Send as Attatchment, Put your email address in and set the Delivery Schedule to every 2 weeks.

    Create another Report called "weekly followup" and set the value 7 as the criteria to match in [Followup] column, add in the contact details.  Run the Report.  From the File menu choose Send As Attachment, put in your email address and set the Delivery Schedule to weekly.

    Etc etc etc..

    Would this work instead?

    Kind regards

    Debbie