MULTIPLE ROWS for ONE APPROVAL REQUEST

Marilen.Navarro103391

I submitted enhancement request last June 11th but I have yet to receive a response.

I have set up a REQUEST for APPROVAL workflow for "APPROVED", "DECLINED" to our customer. However, the approval request is per "TAG NUMBER " which results to two approval requests. For example, their Preventive Maintenance below schedule is next week on several equipment tags, say 2 different equipment tags but one unique ticket number, it would send 2 approval code instead one.

It should combine all because it has one ticket number and one PM date.I need to automate an approval request per ticket number, one request only, although it is for multiple tag numbers.Thanks. I hope you can help me.

Marilen.Navarro103391

got it. Can't be repetitive word, should be BATTERY, POWER, UPS.

Can you advise the what formula for unique word?

Paul Newcome

You would need to incorporate the DISTINCT function like so...

=JOIN(DISTINCT(COLLECT(..................................................)), ", ")

Paul Newcome

Smartsheet does not always respond to Enhancement Requests unless they need further clarification on exactly what you are wanting to propose.

Have you looked into having a sheet that has each ticket number listed only once and sending your approval requests from that or building in some helper columns with formulas that can determine if the ticket number has been duplicated and only check the box for one of the rows using that checkbox as the trigger for the approval request?

Marilen.Navarro103391

Hi Paul,

It gave me the idea using tickets number and checkbox column as a trigger. However I also wanted to show the tag numbers enumerated in rows just like on my automated alert action. Whenever a request for approval kicked in, it generate multiple rows to approve. It should all combine one approval because it is just one ticket.

Thank you.

Paul Newcome

You could use a column and formulas to combine all tag numbers into a string to show on the automation and then basic cell references for all of the rows that were not included in the approval request.

Marilen.Navarro103391

Hello Paul,

Could you provide me the formula? I added a column for your formula.

Paul Newcome

To pull all of the tag numbers together you would use something along the lines of...

=JOIN(COLLECT([Tag Number]:[Tag Number], [Ticket Number]:[Ticket Number], [Ticket Number]@row), ", ")

Marilen.Navarro103391

Paul,

It works! But I also need to combine the equipment. As you can see, the ticket # 3768505 has Battery, Power and UPS.

Could you kindly write a formula for me? I'm saving all learning I've obtained from community.

Paul Newcome

How do you want it displayed?

Marilen.Navarro103391

It should be displayed in Equipment Dup as BATTERY, POWER, UPS

Paul Newcome

Then you would use the same as above but replace the tag number range with the equipment range.

Marilen.Navarro103391

I'm getting incorrect argument. Sorry, did this wrong.

Paul Newcome

Because you included the row number in the Equipment range. It should be exactly like the first formula where you are referencing entire columns.

Marilen.Navarro103391

got it. Can't be repetitive word, should be BATTERY, POWER, UPS.

Can you advise the what formula for unique word?

Paul Newcome

You would need to incorporate the DISTINCT function like so...

=JOIN(DISTINCT(COLLECT(..................................................)), ", ")