Automations

DOC CONTROL

Hello Community,

Our company has been trying to send an email to our people, where they get an email message from only the PARENT row and not the CHILD row. What happens is that every time we set up the PARENT row with our specified criteria to send the email to the specified person and then copy down their name to the CHILD rows it sends them the exact same email again. Is there any way to send them only one email and not duplicates?

Thank you,

Sullivan & McLaughlin Companies

Eric D

Hi @DOC CONTROL ,

 

I understand you'd like for your company to be able to send one email to that user assigned to the Parent task. I'd be happy to assist.

 

There's not currently a way to refer to Hierarchical levels in automation. If you will, please fill out this Enhancement Request form to provide your feedback to our Product Team on this request: https://app.smartsheet.com/b/form?EQBCT=739aa75f30ca43a8a22eb53e4da7d409

 

One suggestion, in order to identify Hierarchy in the automation, you could create a helper column called Level. Within the column, use the formula =COUNT(ANCESTORS(). This will number the level of nesting and enable you to reference that Parent level number in the automation rule.

 

Example of formula in Row 1 of Level column:

Another screenshot showing formula working in Level column:

Within Automation > Manage Workflows, you could then use the Level column as a Condition. In the example below, I'm using the Parent level 1:

So the way this would work, when you have your hierarchy created within your rows, and then select the Status >In Progress for the rows, only the Parent row with Level 1 would receive the notification.

 

For more information on using Automation, here's a great resource: https://help.smartsheet.com/learning-track/smartsheet-intermediate/automation

A great resource for using Hierarchical functions such as PARENT, CHILD, ANCESTORS, can be found here: https://help.smartsheet.com/articles/2476811-reference-children-parents-ancestors-hierarchy-functions

Hope this helps!

Kind regards,

Eric

Andrée Starå

Hi @DOC CONTROL

Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

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!

Eric D

Hi @DOC CONTROL ,

 

I understand you'd like for your company to be able to send one email to that user assigned to the Parent task. I'd be happy to assist.

 

There's not currently a way to refer to Hierarchical levels in automation. If you will, please fill out this Enhancement Request form to provide your feedback to our Product Team on this request: https://app.smartsheet.com/b/form?EQBCT=739aa75f30ca43a8a22eb53e4da7d409

 

One suggestion, in order to identify Hierarchy in the automation, you could create a helper column called Level. Within the column, use the formula =COUNT(ANCESTORS(). This will number the level of nesting and enable you to reference that Parent level number in the automation rule.

 

Example of formula in Row 1 of Level column:

Another screenshot showing formula working in Level column:

Within Automation > Manage Workflows, you could then use the Level column as a Condition. In the example below, I'm using the Parent level 1:

So the way this would work, when you have your hierarchy created within your rows, and then select the Status >In Progress for the rows, only the Parent row with Level 1 would receive the notification.

 

For more information on using Automation, here's a great resource: https://help.smartsheet.com/learning-track/smartsheet-intermediate/automation

A great resource for using Hierarchical functions such as PARENT, CHILD, ANCESTORS, can be found here: https://help.smartsheet.com/articles/2476811-reference-children-parents-ancestors-hierarchy-functions

Hope this helps!

Kind regards,

Eric

DOC CONTROL

Hey Eric,

Thanks for the work around. It worked for us. We will also fill out the Enhancement Request.

Have a good day,

DOC-CONTROL