Placeholders | Still batching Emails

Rob Kozak

Hi team,

I'm using Placeholders in a workflow to generate individual emails for an update request. Although the same individual received the update, they will forward as needed, so I need to ensure each update request for the day doesn't 'batch'.

I've done a small test and had no issues, but when i moved into the live Smartsheet, the individuals receiving the emails still receive the batched version. The odd thing is, none of the language comes over either. Hoping someone can help point me to what I'm missing!

Screenshots:

Batched Email Example still being received:

Smartsheet Generating From

Workflow Setup

Language in Workflow Update Request Email:

Subject: Foodworks Sales Update | {{Restaurant Partner}} on {{RP Date}}

Message: Please update the following Foodworks Restaurant Partner - {{Restaurant Partner}} - sales information from {{RP Date}} at {{Unit Name}}. Thank you!

Column names match, really at a loss for the issue, any help is appreciated!

Andrée Starå

Hi Rob,

For Placeholders to work you'll have to have the Run workflow: set to When triggered

Was that the issue?

I hope that helps!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Ella

I don't think you can unbatch the UR if the requests are going to same person unless you change the trigger for each UR in the sheet for example have them go out on a different date.

Rob Kozak

Hi everyone,

Thanks for the responses.

@Andrée Starå I do have the workflow set to run using a Trigger w/ a Condition. That part definitely works.

@Ella : The UR worked with the same trigger detailed above on my Test Smartsheet (sending the update alert to myself and came unbatched), but when it goes to others, it comes to them batched. 😕

Andrée Starå

@Rob Kozak

Happy to help!

The workflow is the issue it seems.

You have to have it structured similar to the screenshot below.

Did that fix it?

Rob Kozak

@Andrée Starå : My only hesitation using that approach versus mine (ran daily at a set time with conditions) was the end-users are looking to receive information at a specific time of day. I could do an IF to trigger a date match and UR, but I didn't see anything regarding time of day.

That being said, I altered the email language to include a placeholder for the key column in the Smartsheet, and that did the trick.

For whatever reason, when setting up automation for an UR w/ placeholders and using a time interval, the Key Column is KEY 😅.

Really appreciate the troubleshoot help!

Andrée Starå

You're more than welcome!

Interesting find! I'll have to research and see more in detail how it works.

Excellent that you solved it!

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Rob Kozak

Well, new week same problem! I thought it resolved using the Key Column, but seems to be sporadic.

As detailed above, the UR is generated a certain time daily using the placeholders to 'un-batch' emails if the same person is listed as the contact. What I'm finding is that two individuals are receiving the batches emails still, and everyone else receives the intended 'un-batched' emails.

Screenshot below: Brett and Anthony receive the batched update request. Everyone else receives individual.

Any thoughts from the group? Anyone aware of a limit?

Andrée Starå

@Rob Kozak

Strange!

I haven't had time to test this further.

If you haven’t already, I would recommend that you reach out to the Smartsheet Support Team. Smartsheet Support Team

Rob Kozak

@Andrée Starå

Meant to post back, I figured out that if a recipient receives more than 6 Update Requests from a trigger, even if using Placeholders, it will batch the emails regardless.

I used a combo of formulas/lookups to ensure recipients of timed triggered update requests don't exceed 6, cloned my automated workflows with added conditions looking for one of the distinct counts, and everything is functioning.

All this so I can set the trigger at a certain time 😣!

Ella

Thanks for sharing your fix @Rob Kozak! Good to know about the limit of 6.

Andrée Starå

@Rob Kozak Thanks for sharing! Great to know about that limit!

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