Automation - How to Send One Email Notification for Each Changed Row

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  • Cathy FraserCathy Fraser ✭✭✭✭✭

    Hi All,


    Can I please ask what do you mean by a "place holder" in the subject line? I run into this problem a lot and it courses issues as I have alerts being copied into a CRM (the CRM # field is included in the notification) if there are multiple notifications in one email this does not work.

    Keen to see how best I can trigger the emails one at a time. And I agree, it needs to be fixed or at least an option to either select group notification or send out singular


    Thanks in advance

    Cathy

  • I am having the same issue. This is a worthless feature if I cannot send singular notifications from one form submission, or row entry.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Jbody33

    I hope you're well and safe!

    Placeholders will generate separate notifications when using placeholders with Alert or Update Request actions in change-based workflows if six or fewer rows are triggered simultaneously. If seven or more rows are triggered at once, the custom subject and body will be removed.

    Did that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    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.

  • Hello,

    I, too, would like a workaround for Update Requests that group items together. I completely understand how the workflow works, as Andree has stated. However, I would like the ability to toggle this summary email off. I have a time based update request automation set up with placeholder text on a sheet where more than 7 rows for a single recipient will be triggered. By definition of how SmartSheet designed it, they will get a summary email with all their rows together when the workflow time is triggered. But I would rather them get an individual email for each row, even if that means they get 15 separate emails. If there is a workaround for this or a place to add this as a future feature request, I would appreciate it.

    Thank you,

    Jennifer

  • I am having issues with this feature as well. I have an employee entering between 5 and 100+ rows per day into a particular sheet. Each row can trigger alerts for up to 3 different email accounts. I'm wondering if anyone has tried entering a row, then manually saving and refreshing after each row entry, would this trigger an individual email for each one or would it continue to send out summary emails to each email account triggered? It would definitely be more time consuming, but perhaps a possible workaround?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Rebecca Bennett

    I hope you're well and safe!

    There's a short time until Smartsheet sends the Alert, and if there are more Alerts, it will group them, except when using the Placeholder feature.

    If you use/add the Placeholder feature, you could probably edit five rows and then save, and it should work just fine.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    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.

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