How to change workflow (notification contents ) in one go

Yashwant Singh

Hi team,

I have created more then 100 notification mail trigger for my project. notification will be send on quarterly bases. so when we move to next quarter will be change some contents in notifications.

so is any way to find and replace some specific contents in all the created workflow notification or will be update one by one all?

Ramsay Zaki

To my knowledge, this cannot be done from the Smartsheet front end. It could be done via the Smartsheet API (using something like Microsoft Flow/PowerAutomate).

Yashwant Singh

hi team,

please update ..@Genevieve P @Andrée Starå

Genevieve P.

Hi @Yashwant Singh,

@Ramsay Zaki is correct. If you have created 100 separate workflows, each with individual, custom text in the email that's sent, you will need to manually update each of the 100 workflows. There currently isn't a way to update one workflow's custom content and have that push out to all 100 workflows.

Yashwant Singh

Hi @Genevieve P , thanks for your reply.

smartsheet support suggest placeholders with workflow fields.

"Using placeholders your subject and body fields will enable sending separate notifications each containing the relevant information for each row change"

please help on this solution ?

Genevieve P.

@Yashwant Singh

No problem! They're talking about using dynamic text in your workflow.

So for example, if I have a column titled "Person", and row one said "Genevieve" in that cell, then I can use this in my workflow:

Hi {{Person}}, there has been a change in this sheet!

And then the text will show, when there is an alert for that specific row:

Hi Genevieve, there has been a change in this sheet!

The details on how to use this and when it works can be found in this Help Center article, here: https://help.smartsheet.com/articles/2477796-dynamically-add-cell-data-in-the-subject-and-body-of-request-messages

Andrée Starå

@Yashwant Singh

Happy to help!

I saw that Genevieve answered already!

Let me know if I can help with anything else!

Have a fantastic week & Happy Holidays!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD