due date email reminder- any option to send it item by item?

YM Chan

Hi,

I am trying to set an automation function, to send email reminders to task assignee on due date.

the scenario:

1. there are multiple tasks (say 4 tasks) assigned to one person (say David),
2. all 4 tasks has the same due date

I found that the system will send ONE email with FOUR items included to remind David on due date.

is there any way to make the system send FOUR individual emails to David? the purpose is to treat those task one by one.

any thoughts?

Thanks

Jacky

Andrée Starå

Hi @YM Chan

Yes, if you add the Placeholder feature it will send one for each.

Would that work/help?

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 @YM Chan

Yes, if you add the Placeholder feature it will send one for each.

Would that work/help?

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!

YM Chan

Thanks Andree, let's us study what is Placeholder, as we are new to Smartsheet.

Jacky

Andrée Starå

@YM Chan

You're more than welcome!

Here's some more info on placeholders.

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

✅Remember! 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!

YM Chan

Hi Andree,

Thanks a lot for your additional information. This is very useful and very close to what I need.

my task is to send individual update request/ alert when a task date is due.

I saw in the article you have sent, it mentioned:

• If you’re using placeholders in a change-based workflow, you must set the Trigger block to Run workflow......
• Placeholders will not apply to time-based Update Request actions.

So when I would like to trigger the update request using placeholder triggered by due date, is it a changed based or time-based workflow?

I am almost there I think.

Jacky

Andrée Starå

@YM Chan

You're more than welcome!

Did you get it working?

YM Chan

Hi Andre

setting placeholder by due date won't create individual update request.

I have used a trick to create a new column, when the due date is reach, then the status of that column will changed. and make sure of that changed status will allow me to set placeholder to send individual update request.

Thank you

Jacky