Transfer or put someone in copy of an automation email
Hello everyone,
I have the following business use case and I can't find the right answer in Smartsheet :
I implemented some workflows (mostly update requests and apporbations) between some users from my company and external contractors. Here is the global workflow :
- I have a form with a row that get my comapny user email and the contractor email for a specific subject.
- The users get updates from contractors and approve or decline them.
I noted that sometimes the users from my company are missing for several days or can't follow their mails, so I would like to have a backup to deal with the pendings approbations.
I was thinking about two ways but I am not sure it is possible to implement this in Smartsheet :
1. Put a backup email person in copy of all the automations I have created, so that if the primary user is missing the backup can deal with the apporbation.
2. Maybe use a generic mail adress to recieve all the notification, and then transfer the mails according to the right user.
Do you have some ideas for this use case ?
Thank you very much !
Corentin
Answers
-
Hi @Corentin Dal Farra,
1. Put a backup email person in copy of all the automations I have created, so that if the primary user is missing the backup can deal with the apporbation.
YES, you can do it
I got an idea for your use case that using "Allow multiple contacts per cell" option
Step 1: you enable "Allow multiple contacts per cell" option in the email collumn
Step 2 : In the form, user can enter his/her email and backup email, or many emails needed
Step 3 : the automation workflow will sent approval request to emails in Step 2.
Hope it helps!
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Hi @Thinh Huynh
Thank you for your answer !
It is a very good solution to have the possibility for the users to have a backup.
The only thing that I still need to manage is to lock the following possibility : if a person has replied to an automation, his backup should not have the possibility to reply also.
Thank you again,
Have a great day,
Corentin
-
Yes, that's the way Smartsheet working. Once a person has approved the request, the backup would not be able to open the approved request anymore.
Just check it!
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