Automation / Update Request

Kirstine

Is it possible to set up an Automation / Workflow which will send a weekly reminder of any Update Requests that haven't been completed? 

Andrée Starå

Hi Kirstine,

Yes, it is!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Kirstine

Thanks. How?

I'm assuming it's in Conditions, but I can't see Update Request as a Field...? 

Andrée Starå

Happy to help!

You'd need to reference a field that will be updated from the update request instead.

Would that work?

Best,

Andrée

Kirstine

Sorry if I'm being thick... I just can't see anything that lets me reference the Update Request! 

Andrée Starå

No worries! You're not being thick.

You're right there isn't a specific update request value.

I thought the trigger would be the reference and then the change from the update request or a specific field would stop the reminders to send.

Make sense?

Would that work?

Best,

Andrée

Kirstine

I think I got most of that! But when you say 'the trigger would be the reference', what does that mean? (Sorry!)

Andrée Starå

The trigger (what needs to happen to start the workflow) and if that changes again (or something else that is updated from the update request) would be what would stop the workflow.

Make sense?

Best,

Andrée

Kirstine

The Trigger would be maybe a week having passed since the Update Request had been created I think.

Some of the update requests are for them to do something outside of Smartsheet, so that won't cause an actual change in Smartsheet at all. Also I wanted it to be for all outstanding UR's, so each would have a different change which we'd need to use as the end 'trigger'. 

Maybe it's just not possible. 

Andrée Starå

Are all Update Requests automatic?

Would it work to check a box to send it or check a box when it's sent?

Best,

Andrée

Kirstine

Yes they're sent automatically when certain boxes are filled. 

Andrée Starå

The simplest solution I think would be to add a checkbox that they would check when they send back the update request, and that would stop the reminder.

Would that work?

Best,

Andrée

Kirstine

I don't think they'll bother...! Thank you very much for all your help, but I think I'll leave this for now. x

Andrée Starå

You're welcome!

I'm always happy to help!

Best,

Andrée

Neisha Fredericks

Hi Kirstine,

 

I just had this same need and went searching and found out that you have to set the trigger date to "every week" and include the conditions for which you want the update request to go. See screenshot.

I hope that helps.

 

Neisha

 

 

Kirstine

Hi Neisha, 

Thanks for this. Sorry if I'm being slow, but I can see 'Paused', 'Template' and 'Done' on yours but nothing that refers to the Update Request...? I still just can't figure it out, ha ha! Sorry!