Workflow - Reminders with Date Trigger

Michelle Kentucky

Hi, here is some background and below the question. I am using a smartsheet to enter basic contract information for multiple vendors that service our company. It's important to track their termination notice due date so we can send out the notices on time if we choose not to renew.

As I add the contract info. to the smartsheet (each contract is on its own row), I have been setting up a reminder per row to be sent out based on the Termination Notice Reminder column.

However, I want to create a workflow that would add a reminder for any rows that have a date in the Termination Notice Reminder column which:

a- currently has no reminder is set.

b- as I enter new rows, I want this reminder to be set as well.

Please help!! I don't want to have to do this manually.. and I haven't been able to come up with the right solution/workflow.😊

MK

Michael Pappas

Any workflow that you create using the Automation button that is between File and Forms will apply to all rows. I think there are a few different ways to do this specific workflow.

1. Reminder Workflow that Triggers X Days before Termination Notice Due Date
   1. Create a Reminder Workflow to run When a date is reached
   2. Select Run once
   3. Click the dropdown menu that says On
   4. Scroll up and select how many days before the date
   5. Select Date field
   6. Select Termination Notice Due Date column from the dropdown
   7. This would eliminate the need for a Termination Notice Reminder column and for manually creating reminders.
2. Reminder Workflow that Triggers on Termination Notice Reminder date
   1. Create a Reminder Workflow to run When a date is reached
   2. Select Run once
   3. Leave it as On
   4. Select Date field
   5. Select Termination Notice Reminder column from the dropdown
   6. This would eliminate the need for manually creating reminders.
3. Use Helper Column
   1. Create an extra column called something like "Reminder Scheduled"
   2. I would make it a checkbox, and check the ones for which you manually scheduled reminders.
   3. Create one of the two Reminder Workflows above and add "Reminder Scheduled is unchecked" as a condition.
4. You could also set up a recurring Reminder that runs daily or weekly that would include all of the Termination Notice Due Dates that are within X number of days. To make them stop appearing on the reminder, you could use a checkbox column like "Done" as a condition of the workflow, so when you send the Notice, you check the box, and it stops reminding you about it.

I hope this helped.