Automating Prize Codes

Rhonda Mitchell

Looking for SS Brain Trust for an Assist...

I have a list of prizes I am awarding to qualified sales:

1) A vault of prizes in one SmartSheet with very strict access - one code/URL for every row.

2) On another workspace and SS, the entries are made via a form for qualifying sales.

a. For example, if the sales order is for $200, they would receive 1 prize (1 row from the "vault" SS). If it is for $400, they would receive 2 prizes (2 URLs/codes/rows from the "vault"), and $600 for 3.

b. There is a column in the qualifying sales intake data that calculates the number of prizes.

Goal: Send automated notifications to the winning recipients with the qualifying prize(s) {external link to the prize/URL}.

Last time, I did an index/match in the "vault" and manually copied the URL/codes into Outlook - very time consuming for over 500 rows of data--there has got to be a "Smart"er way to do this.

The current sales contest is a 1 to 1 which made it easier to send automatic notifications from the intake data via an index/match connecting the prize/URL to the qualified sales, but I am perplexed how to do a "one-to-many" as I cannot share the "vault" of prizes/URLs to a broader group AND each sale could be a little as 1 or as great as 3.

Any assistance would be greatly appreciated.

Andrée Starå

Hi @rhonda.mitchell84206

Interesting!

Will the prize code be unique for one use only, or is it the same for each time?

Can you maybe share some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Rhonda Mitchell

Each code/URL is unique. I haven't received the codes yet for this particular project. I will receive an Excel and export it. Most of the fields are not needed, and provide several unique identifiers. I will add a Processed by and Processed date, so the codes are not accidentally reused and run automation triggered by those.

Ecode sample for SS.xlsx

Intake Data.jpg

Andrée Starå

@rhonda.mitchell84206

I have an idea how to solve it.

I'm guessing that the users won't have access to the entry sheet.

Can you share the sheets when you've received the information?

Rhonda Mitchell

The sales team will have access to the entry data they submit via the form, but their clients who receive the prizes will only receive the prize notification(S). I will email their clients with the prize codes (1 to 3 codes) and send a report of codes issued to the sales team or give them access to the entry intake data. The prize codes are not shared at all. The current contest, I do an index/match to bring the code into the intake data. This particular contest kicks off 9/1 with a goal of over 600 entries. Getting nervous....

Andrée Starå

@rhonda.mitchell84206

Ok.

I'll try to come up with a solution/idea.

Please share what you have with me if you can.

Rhonda Mitchell

Andre, appreciate your help.

Here is a dashboard I was able to duplicate.

https://app.smartsheet.com/b/publish?EQBCT=f4cae3fe8c724c53af49e2284dfe1bd6