Multiple Emails (Update Webforms)

MatR

I have a Smartsheet with around 300 rows that emails out a webform to data providers to request that they update their data on a quarterly basis. So, every quarter, they receive a webform that says 'Please update your data' and they stick whatever needs updating into the webform.

The trigger for the update request is a date column, with the webform going out 2 weeks before the date in the column.

Some people have a single row that needs updating, whilst others have multiple rows. Those with multiple rows used to get a single webform with several identical pages that corresponded to the various rows to be updated. So, they'd enter their data and the button at the bottom of the form would say 'Next' and it would take them to the next page, which would be used to enter data for their next row.

This has changed and now those members of staff with multiple rows are getting a single email per row. This isn't too bad for staff with 2 rows to be updated as they just get the 2 emails, but several staff have 15 rows to be updated, which means they're receiving 15 emails.

Is this an updated process? If not, why would it start doing this? I'm asking because, thanks to the last brilliant update, my name goes out on all the updates, so I'm getting all the flak.

Andrée Starå

Hi @MatR

Are you using any placeholders in the Update Request?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Andrée Starå

Hi @MatR

Are you using any placeholders in the Update Request?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

MatR

I am using placeholders.

I am a muppet.

Thank you @Andrée Starå for pointing out my idiocy and not laughing.

Andrée Starå

@MatR

Haha!

Easy to miss!

You're more than welcome!

Eitan Kaplan

Hi Andree,

Is it true that you cannot use ANY placeholders if you want a single update request email (not multiple emails) to be sent? What if the placeholder resulted in the same text for any particular recipient?

i.e. Recipient 1 has 5 rows that all have "Project 1" in the placeholder, and Recipient 2 has 5 rows that all have "Project 2" in the placeholder.

In this situation would Recipient 1 get just 1 email and be able to update the 5 rows in the webform? Or will they get 5 separate emails with each one having the same placeholder ("Project 1")?

Andrée Starå

Hi @Eitan Kaplan

No, fortunately, it's not. You can use placeholders for one or more rows, but they have to be triggered through a workflow.

For up to 5 rows, you'll get one row per email with the placeholders included, but for seven and more, it will be one email where you can update one by one, but it will not have the placeholders. (don't remember the exact numbers) 

Make sense?

Would that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!