Automation / Update Request

KirstineKirstine
edited 12/09/19 in Using Smartsheet
05/20/19 Edited 12/09/19

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

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  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Kirstine,

    Yes, it is!

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Thanks. How? :D

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

  • Andrée StaråAndrée 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

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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

    Untitled-1.jpg

  • Andrée StaråAndrée 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

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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

  • Andrée StaråAndrée 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

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • 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. 

    frown

  • Andrée StaråAndrée 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

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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

  • Andrée StaråAndrée 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

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • 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 StaråAndrée Starå ✭✭✭✭✭
    edited 05/29/19

    You're welcome!

    I'm always happy to help!

    Best,

    Andrée

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    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 about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • 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

     

     

    Screenshot from 2019-05-29 08-58-02.png

  • 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!

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