How do I set SmartSheet to include attachments on the emails that it sends from automation?

01/29/20
Accepted

Has anyone had success in having SmartSheet include attachments on the emails that it sends from workflow you set up?

 

When I create a workflow in SmartSheet to send an alert to someone I want to have the email the user gets include an attachment.  

 

Currently my trigger for the workflow is when the data in a certain field changes. My Action is to "Alert Someone" When I click on the three dots in the upper right corner of that section of the workflow and click "Advanced Options" the only options that display are "Column Visibility". If I click "Display only these columns, I can choose a field for "An Attachment" however, even if I check that box when the email is sent there are no attachments in it.

 

Any ideas on how to make this work and include attachments for the recipient to view when they get the alert in outlook from SmartSheet?

Best Answers

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Answers

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    You can specify the columns and whether or not attachments/comments are included by accessing the Advanced Options of the message.


  • Thanks. I saw that, however, when I click on "Advanced Options" I don't get an option for anything but choosing columns. If I choose "An Attachment" it still doesn't attach an attachment in the email the receipient receives from the automation. Maybe its a bug? Have you successfully used it?

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    I have successfully used it. Next question...


    Are the documents attached to the actual row, or are they attached to the sheet? To be sent in an Automation like this, the docs would need to be attached to the row being sent.

  • Yes the documents are attached to the actual row, not the sheet.

  • I'm wondering if there is a setting I need to use or that my IT department needs to set? We use a single sign on to access SmartSheet and there is an enterprise license for our version so maybe some things are controlled by the IT admins?

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    @Felicia Wilson I don't think that would be the case, but I could be mistaken on that one.


    And I do apologize. I just now saw in your original post where you stated you were checking the box in the Advanced Settings already. I must be half asleep. Haha. Sorry about that.


    You may want to consider reaching out to Smartsheet Support as well since it should be working if you are checking the box to include the attachments and everything is attached at the row level.

  • Thanks so much Paul. No worries on missing part of my post, appreciate the help. I will figure out how to reach out to support and ask.

  • Wanted to come back and close this loop. I'm not sure what I did to get it to work but my automation will now include an attachment if I check the "An Attachments" box on the Advanced Options. However, one thing I discovered is that if you have multiple attachments on the row, the newest document that was attached to the row is the one that is sent to the user in the automated email notification. There doesn't seem to be a way to designate or control which attachment is sent.

    Thanks for all your help in letting me know I was on the right path though.

  • I am having this same issue. I am using a form to pull in Legal Requests. That information loads into the Smartsheet with attachments, also generates an email notifying a Legal Administrator of the new Legal Request. The legal administrator then adds a couple items to the row and saves that information before assigning. This generates an email to the assigned person, but the items that are shown in the email are not consistent with what is checked off in the Advanced Settings. i.e., attachments. Any suggestions? Thanks!

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Elizabeth Hernandez

    Hi Elizabeth,

    Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

    I hope that helps!

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    ✅Did my post help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • edited 03/20/20

    @Andrée Starå

    Thanks for responding, I have a web form that collects information that goes to Legal Department for Legal requests. This is set to generate a notification to an email for (LegalRequests) which is an email inbox and directly to a Legal Administrator. This email has attached emails. Everything works great here.

    Now, the problem is when the Legal administrator reviews the incoming request and adds a few items, for instance, manually inputs "date assigned", then assigns to the specified attorney, which generates an email. The workflow has the specific information that is marked for the attorneys to see, as well as the Attachments, however, the Attachments are not coming through. I hope this helps. Thank you again.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Elizabeth Hernandez If I remember correctly, you'll have to send it like an Update Request instead, and then the attachments will be included.

    Would that work?

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

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