Is there a way to alert a user that he has a due date approaching either through the native app or slack?
I can't speak to Slack but you may have a few options in Smartsheet. If you wanted a weekly, monthly, etc notice to go out regardless of the exact due date, you can do this in Automation using 'Alert Someone' and trigger 'when a Date is reached'. Pick a start date. In the Frequency, select Custom and you'll have options to schedule a reoccurring task.
Alternatively, with a helper column and the REMIND SOMEONE automation routine, you can specify number of days prior to due date, for example 14 days prior. The helper column must be a DATE column. Using the example of 14 days prior, add this formula in the helper column:
=[Due Date]@row - 14
This will populate the helper column with a date that is 14 days prior to the Due Date. If you wanted Workdays only so that 2 weeks was really 10 working days, use this formula in the helper column:
=Workday([Due Date]@row, -10)
My 14 days (or 10 days working days) was only an example - you can make it whatever you like. Also, make sure to change the [Due Date] column name to whatever your actual Due Date column name is.
With the helper column set, create a REMINDER automation routine. Trigger this routine off 'When a Date is Reached' and select the Helper Date column you just created.
If you are also tracking task completion in your sheet, consider adding a condition to both of the above routines to only send if the task was not completed - so not to bother someone that had already completed their task.
I hope this helps,
@Kelly Moore Hi Kelly, this is a bit late but this answer may be exactly what I was looking for. I just have a question so I can understand the differences between these options.
1- picture below: this how I initially had reminder automation saved, but it was sending reminders daily. Why? I thought the conditions would make it so that the reminder only goes out IF the date is in the next 30 days, even if the automation runs daily.
2- picture below: this is how I have it set up now: how is this different from the first one? should I add a condition that says "where due date is in the next 30 days" or is how it is now enough?
And lastly, how can I make it so that the reminder received includes ONLY the row that meets the criteria? For example, Dani has 10 rows of tasks assigned, but only 2 are due in the next 30 days. I'd like for the email to include only those 2 tasks, not all 10 of them. Is this possible?
I have it set up as above hoping that I can do this without using helper columns. Unless, you recommend using helper columns is the best approach.
Thank you SO much!
Hey @Thiara Perez
The difference between my workflow and yours is "in the next 30 days". This doesn't mean in 30 days it means anytime in the next 30 days. Day 5 is in the next 30 days. Day 29 is in the next 30 days, etc. Because I like the flexibility of setting the number of days for exactly what I want it to be, I typically have a helper column that is either a duration, so it is counting days from one date to another, or if that duration is unchanging, I might convert it to a checkbox. Either option allows me to make my conditions specific enough that only the rows that exactly match the conditions are triggered.
Your picture #2 says to run the workflow on the row once where it is exactly 30 d before the due date and only if Completion is blank and response is blank. I think this is the one you want to use.
Does this explain the difference?
Hi @Kelly Moore wow, I get it now, this is SO helpful, thank you so much! I am new to Smartsheet so I greatly appreciate this. I doubt my reminders will change so I think the last picture should work for me.
Now, what about the email reminder including *just* the rows that meet the 30-day criteria? If person A has 5 tasks but only 2 are due in 30 days, is it possible to add just those 2 tasks to the body of the reminder email so they can see exactly the ones due in 30 days?
The number of Unlicensed Users was listed previously under User Accounts. Why is it no longer there?
I have a filter set so that if this task complete box is checked, then the row is hidden. Is there a way to make it so that if the parent row is checked, then the child rows hide as well? Right now when a parent row is checked, only the parent row is hidden.
Does anyone know why Editor cannot insert columns in a sheet? What's the harm in that? I can see why you might not want someone to delete or rename a column, but inserting a column seems harmless.
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