Workflow Approval Question

Travis Osteen

Hi everyone.. i have a pretty complex smartsheet and I'm using workflow approvals..

I have about 50 different columns, but there is conditional logic on the form - so when someone fills out the form.. sometimes they could only see lets say 5 columns (or field elements).

The current automation I have is when the submitter submits the form it goes to his supervisor to approve/deny.. but I'm getting complaints that they are seeing all 50 columns and it gets hard for them to see only what the submitter submitted.

My question is, is there a way to only show the columns which have data in them some way?

Andrée Starå

Hi @Travis Osteen

Yes, you could either use different Workflows for each option or use the placeholder feature to simplify the process.

More info: 

https://help.smartsheet.com/articles/2477796-dynamically-add-cell-data-in-the-subject-and-body-of-request-messages

Would that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Travis Osteen

@Andrée Starå .. Thanks, but I have 800 supervisors.. and 5 options.. So I would then need to create 4,000 workflows vs 800. I like the dynamic cell data.. and I use that to an alert - but it doesnt work for an approval path.. thus showing all field elements.

Andrée Starå

@Travis Osteen

Happy to help!

Wouldn't it work with a workflow per option and then have the supervisor referenced through a contact field?

Travis Osteen

@Andrée Starå .. Can you give me more info or a link on that? I havent used the "send contacts to a cell" feature.. but I can explore that and would be a lot less work to set up

Andrée Starå

@Travis Osteen

Sure!

https://help.smartsheet.com/articles/2479061-automate-processes-end-to-end-with-visual-workflows

https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests

Travis Osteen

@Andrée Starå WOW ok that worked and saved me SO much time! Thats fantastic. Didnt know that was possible. One question.. one workflow approvals.. i know it gives the approver the ability to approve/deny a request.. is there any way for the approver to make a comment or reply for additional feedback or questions like why it was denied?

Andrée Starå

@Travis Osteen

Excellent!

The approver can make a comment before Approving, or Declining. (It's at the bottom of the request)

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