automation and attachments

04/21/21
Accepted

When using automation that alerts someone, one of the field options available in the message section is "an attachment". What exactly does this do? I was assuming it would include any attachments tied to the record that triggers the alert when it sends the message. However, this does not seem to be the result when I test this. So what is the expectation when "an attachment" is selected as a field to include in the message?


Best Answer

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    Accepted Answer

    @Michael Chohrach

    Yes, exactly.

    Remember! Did my post(s) help or answer your question or solve your problem? Please support 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!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

Answers

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Michael Chohrach

    I hope you're well and safe!

    The alert will only include the attachment if the attachment triggers it, but it would include all the attachments on the row if you use an update request instead.

    Make sense?

    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!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Thanks @Andrée Starå

    Do you mean like this?


  • Andrée StaråAndrée Starå ✭✭✭✭✭
    Accepted Answer

    @Michael Chohrach

    Yes, exactly.

    Remember! Did my post(s) help or answer your question or solve your problem? Please support 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!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • @Andrée Starå , I tried your suggestion but still did not get the attachment in the email notification. Am I missing something else?


  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Michael Chohrach

    Did you trigger the workflow by adding an attachment?

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • @Andrée Starå

    I have a form that is used to submit a new record to the Smartsheet. One of the fields on the form allows the submitter to include an attachment. When testing the form, I included an attachment and then submitted the form. Is that what you mean by triggering the workflow?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Michael Chohrach

    Yes, but you'd also have to make sure that the settings are set to trigger from your own tests.

    Ensure that you've checked the box in the Sheet Change Notification Settings to Include my changes in sheet notifications in your Personal Settings (circle/profile in the upper right corner).

    Did that work?

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • @Andrée Starå

    That switch is not set on my personal settings but I'm still receiving the email notifications. They just do not include the attachment. So is that switch only needed for attachments to be included?

  • @Andrée Starå

    Okay, so I changed that personal setting and tested again and now I received the attachment within the email notification. Strange that this setting is needed for the attachment to work but not for receiving the email notification in general. Thanks so much for your assistance and patience!

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Michael Chohrach

    No, it should be needed for everything when you are the one triggering the workflow.

    Have you set the form, so you have to be logged in? If not, that is why it's still sending them.


    I'd be happy to take a quick look.

    Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Michael Chohrach

    Excellent!

    Happy to help!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • omatikainenomatikainen ✭✭✭✭✭

    @Andrée Starå

    Hey there Andree... looking through above comments - a question: is there a way to have the attachment(s) included on a 'repeating' notification?

    For example, I want a customer to receive a document for the item they need to return. If they have not returned the item within 2 weeks, I want to send them a reminder, and include the original document (attachment) with the 2nd reminder... and similarily for future reminders.

    Is this possible?

    It seems like the 'newly added' attachment is included with the first notification after the attachment added, but then subsequent notification do not include the attachment.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hey Olli, @omatikainen

    I hope you're well and safe!

    Unfortunately, no, when it's an alert or reminder.

    The only way to include all the attachments is by using the Update Request option.

    Would that work?

    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!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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