Automate sending a form

Cynthia Lai

Yes, the email addresses are valid and allowed by the company. I manually type in the email address. Perhaps Smartsheet automatically adds it to my contact list once its entered?

Kelly Moore

Perhaps @Genevieve P has insights

Kelly Moore

Here's one more question that I thought I had already asked. The initial Friday workflow start time you set for the workflow was set based on the sheet owner's timezone? In other words, the time hadn't already passed in the sheet owner's timezone by the time you got the workflow all set up to run, had it? I really did think I had already asked this.

Genevieve P.

Hi @Cynthia Lai & @KDM

This may have to do with the fact that you're sending an automatic alert to a distribution email list - I've seen a few other Community posts that have different solutions when this is the email alerts are sent to:

• This Post was resolved when the user contacted their IT department to allow automations to be received.
• This Post was resolved by the user when they opened the Distribution List so that it could receive e-mails from the Internet. 

If you're contacting your IT department, you may want to provide them with this Help Article that contains the list of domains to add as accepted senders: Issue: Email Not Received from Smartsheet

Let me know if this works!

Cheers,

Genevieve

Cynthia Lai

Hi Genevieve - This looks like what is happening for me. I'll check and see if I can resolve it with internal IT Team. I may not be able to follow up here with a final conclusion...but I think this is it. Thank you and KDM both for your help!

Michael Berman

It sure would be nice to have a form designer when you create an Update Request Workflow - creating logic is nice if I am requesting an update and the user is going to complete the ticket/row and I want to have another field come up to be filled. What is the point of being able to create multiple forms if they are ONLY used to create a new row.

Even better would be a Dynamic form that pulled data - i.e. use an Auto-Number field as a dropdown at the top of a form to fill any current data and allow the user to update or complete them. The problems with having used Access for years is I get used to the functionality of Forms pulling data - obviously I am not going back to access but what can you do SmartSheet?

sholmes

Hi, @Kelly Moore or @Genevieve P. I am hoping you can help me. I want to create a form for notification details only not for anything to be entered. I want to send that information to them that will be on a sheet that I will generate. I want to create a sheet of information on my end and then send a notification per line to the contacts with a few data points that are pulled into the notification from the sheet. The people receiving the notifications will not need to enter anything. If the people on the sheet are assigned to more than one line they will need a separate notification for each line.

Kelly Moore

Hey @sholmes

To clarify - you want to send an email that contains only information with no action needed on the part of the recipient. What is the trigger so that smartsheet knows it is time to send the notification? For example, after you enter a new row or enter their name in a field, etc. You mentioned a 'form' however, a form will always generate a new row on the sheet it is associated with. It doesn't sound like you want new information added, only notification to the recipient(s).

I'm happy to help. Are you familiar with the workflow 'Send Alert'? If I am understanding your question correctly, this is the workflow you will be using. You will select only the columns pertaining the relevant information that you wish to send. I'll be happy to help you set this up once I better understand the help you need.

Kelly

If you are unfamiliar with the basics of workflows, this article may be useful to you.

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

sholmes

@Kelly Moore thanks for your message. I will probably use a checkbox trigger because I need each line to be treated separately even if the contact receiving the information is the same. I have use automations to send information but not the "send alert" template, I will take a look.

Kelly Moore

Hey @sholmes

The automation will send each row separately, up to 6 emails to the same recipient, when triggered simultaneously. If more than 6 rows to the same recipient are triggered simultaneously then those rows will be automatically bundled into a single email. Automations that are scheduled, vs running when triggered, are always bundled. If you are manually using a checkbox to trigger remember that 'triggering' is after a SAVE not necessarily when the box is checked.

Shout out to me if you need any help

Kelly

sholmes

Yes, thanks. I think I will need to trigger because it is important that each email is sent separately. Thanks @Kelly Moore !