Keeping sheets private while using automated emails on form submissions

Jennifer Cubro

I currently have a public dashboard where individuals around the company will submit a form for my team to review. The sheet that the from filters into should be and needs to be kept private as there are internal details that need to be housed for each submission, almost like having internal use columns to categorize and assign ownership while also keeping track of the overall details. I have set up automated emails to alert my external submitters of certain changes to their "ticket". I have used the advanced options to only show the columns they need on the email, HOWEVER, the link to the sheet continues to show in their auto email.

How can I remove this? I want to make sure I don't receive hundreds of requests for access to the sheet that I will have to decline.

Andrée Starå

Hi Jennifer,

Unfortunately, it's not possible at the moment to remove it, but it's an excellent idea!

Please submit an Enhancement Request when you have a moment

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Genevieve P.

Hi @Jennifer Cubro,

We recently released an update where you can now choose to only send the message from your automated alert without providing a link to the source sheet in the email. Our Release Notes page has more information, see here!

Keep in mind that if you want to send a message without a sheet link, but you also want some of the row content included in that message, you can add this dynamic data into your message by using specific formatting in your text (see our Help Center article on this, here.)

Cheers!

Genevieve

SYSPK

@Genevieve P Can you please confirm that "using dynamic data" only works under these conditions?

1) Trigger is set to immediate

2) Sends 1 row of information per email, and separate emails if multiple rows

Genevieve P.

Hi @SYSPK

Yes, you are correct!

1) The Trigger block must be set to Run workflow: When triggered 

2) Adding placeholders to your messages may result in separate alerts for each row (up to 6) when you would have previously received a single, consolidated alert with several rows.

Both of these conditions are outlined in the linked article with additional detail. I would definitely suggest reviewing the section at the bottom of the article that goes through the functionality with the different types of workflows before implementing placeholders (see here: https://help.smartsheet.com/articles/2477796).

Hope that helps,

Genevieve