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Alert based on Report, not Sheet?

Jodie Newman
Jodie Newman ✭✭
edited 12/09/19 in Archived 2016 Posts

Is there a way to set up an alert based on changes to a report instead of a sheet?  I have a "master" sheet that constantly grows on a daily basis and several reports for different departments to display the information that is relevent to only their department.  If I set up an alert for the sheet then the department leads are notified on all new updates to the sheet, not just their department.  I tried to create check box columns for each department, include an if statment [=IF(Department="A", 1, 0)], for the check boxes and then set up an alert based on that column.  However this doesn't solve the problem because an alert still sends because the checkbox column changes either way as it is added to the bottom of the report by a form.  

Also because the "master" sheet is so large, 500+ lines I prefer the department leads to work solely in the reports, but the alert email from the sheet obviously only has the link to the sheet.

Any assistance in this would be greatly apperciated!!


  • Have you tried using a date field instead of a checkbox. For example =If(Department = "A", Today()). Then send a Reminder instead of an alert - you can send Reminders on specific date fields. Set the reminder to go to Department A Lead on Department A date. There will only be a date in that column when the department = A based on the formula. You can also edit the message in Reminders - so you can add the Report URL in there. 


    Hope that helps.



  • Dave D

    Smartsheet's roadmap states they are working on conditional notifications which is probably what you are looking for: https://www.smartsheet.com/product-roadmap

  • Jodie Newman

    Thanks for the idea Christine, I might give that a try. I think I found a way to do what I was looking for though. I used the same formula for my department check boxes, but instead of "0", I just used "".  This way there isn't anything being changed if the check box doesn't apply to that department. The only concern I have with reminders, which I also use, is that some of the items are time sensitive and I'd like the leads to know as soon as possible when a new line item is entered into the "master" sheet via the form. 

    Thanks again!



  • Jodie Newman

    Dave, i did see they are working on conditional notifications, but I was looking for a solution now as a way to work around it until it is released. 

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