Notification of Expiration Dates, Birthdays, Anniversary dates, etc

Zac Baker

Part of my job is keeping up with Birthdays Anniversaries, Expiration dates, I can’t figure out a way for my smartsheets to alert me when approaching these days. I have searched all of the “Help” pages but can’t find one that shows me step by step how to accomplish this except creating an alert for a whole row of info but not specifically a column, etc

Andrée Starå

Hi Zac,

You'd add an automated alert on the date or before the date.

More info.

https://help.smartsheet.com/articles/2479241-create-a-time-based-automated-workflow

Make sense?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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David Waller

https://community.smartsheet.com/discussion/comment/255912#Comment_255912

This was helpful and got me most of the way there, but we appear to be limited in number of days. I need to do the following:

When a date is reached

Run once 240 Days before

Date field (column name)

Alert Someone

Me

There appears to be no custom option for the days before. We are limited to the number of days before or after that Smartsheet has allowed us. This is a little ridiculous. Why can we not enter a custom number?

I need to send an alert to myself reminding me that we are 240 days away from the expiration date.

Kevin Smith

You might be able to use NetDays or NetWorkdays between Today and Expiration Date to get your count-down. This should give you a number and when that number reaches 240, send an alert. You would need to change the expiration date at some point or the number will just go negative.

=NETDAYS(TODAY(), ExpDate@row) This would go in your counter column.

Automation might look something like this, there are other options as well.

You should also create a daily refresh "record a date" or reference a sheet that already has the Today being refreshed, etc. This is a good practice for any sheet that uses date based functions.

Andrée Starå

@David Waller

Excellent!

Glad to hear that it was helpful!

I saw that Kevin answered already!

Regarding updating the sheet daily

Please have a look at my post below with a method I developed to update the sheet(s) daily.

More info: 

https://community.smartsheet.com/discussion/74527/daily-update-solution-without-the-need-to-open-the-sheet-use-zapier-or-similar

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