When a person resign or portfolio changed, how to reroute all automation?

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Vivien Chong
Vivien Chong ✭✭✭✭✭✭

If we have many Smartsheet items running with many automations set in each of these items, and a person resigned or there is a changed of portfolio, are there better ways to change the automation routing besides going into each sheet to change the email for the new notification routing?


Thanks.

Best Answer

  • [Deleted User]
    Answer ✓
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    Hi @Vivien Chong , we have a couple of approaches to this, though I'm sure there are others that have great solutions too (that I'd also love to hear!)


    • Could create an email group in your mail choice (payroll@mpfcorp.com, recruiting@mpfcorp.com) then have your IT department manage member changes
    • Send alerts to Slack or Teams Channels
    • Create a contact column that looks up a "Contacts" reference sheet somewhere in your account. For example, you could have a sheet with a list of contact type for your primary column, then a contact column to select the respective person for that role. Then just build cross-sheet formulas to auto-populate that contact

    In each of those scenarios the automation won't have to change, you'll just have to manage members in groups for the first two, and for the last update the respective contact field.

Answers

  • [Deleted User]
    Answer ✓
    Options

    Hi @Vivien Chong , we have a couple of approaches to this, though I'm sure there are others that have great solutions too (that I'd also love to hear!)


    • Could create an email group in your mail choice (payroll@mpfcorp.com, recruiting@mpfcorp.com) then have your IT department manage member changes
    • Send alerts to Slack or Teams Channels
    • Create a contact column that looks up a "Contacts" reference sheet somewhere in your account. For example, you could have a sheet with a list of contact type for your primary column, then a contact column to select the respective person for that role. Then just build cross-sheet formulas to auto-populate that contact

    In each of those scenarios the automation won't have to change, you'll just have to manage members in groups for the first two, and for the last update the respective contact field.

  • Vivien Chong
    Vivien Chong ✭✭✭✭✭✭
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    Thanks @cmondo. Will try to work out especially for Option 3 - to create cross reference contact sheet.