Idea for Document Distribution

Sue van Niekerk

HI All,

I am looking for an idea for distributing Safety Bulletins that we receive from our various clients

at the moment I just add PDF documents to row and then email everyone, we are looking for a way that will alert managers that there is a new bulletin for viewing but also a way for them to acknowledge they have received it

Had a looking at the Proofing - but it says Pending or approval

Was just wondering if there is anything else that would work a bit better, and look a bit more professional than a sheet with lines :-/

Jen Lange

Hi @Sue van Niekerk, I haven't played around with this concept yet, but off the top of my head, I think an automated workflow would work well for you.

If you generated a workflow triggered by the addition of a new attachment to a row, you could send an alert to designated set of emails and subsequently attach an approval workflow or an update request to an acknowledgement field.

Let me know if this is along the lines of your expectations. Thanks!

-Jen

Andrée Starå

Hi @Sue van Niekerk

I hope you're well and safe!

• What Smartsheet plan do you have?
• How many bulletins can there be weekly?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Sue van Niekerk

Hi Andre

Currently just using a spread sheet where i add the bulletins to a row and then email from there

• probably about 30-40 bulletins during a month
• was looking to see if there was anything else out there just to make look and perhaps work better

Andrée Starå

@Sue van Niekerk

What Smartsheet plan do you have?

Sue van Niekerk

I have a full licence with my company

Andrée Starå

@Sue van Niekerk

Business, Enterprise, or Premier?

Sue van Niekerk

Business

Bassam Khalil

Hi @Sue van Niekerk

Hope you are fine, please check the workflow in the post of @Jen Lange  i think it will work with you.

Andrée Starå

@Sue van Niekerk

Ok.

My idea was that if you had Enterprise or above, we could use the WorkApps feature.

Another option to streamline it could be to use the premium add-on, Dynamic View.

Is that an option?

More info: 

https://www.smartsheet.com/product/dynamic-view

Sue van Niekerk

if they have to pay extra for it - I would say no LOL

Andrée Starå

@Sue van Niekerk

Yes, they would.

Another option.

You could have a workflow copying/move rows to individual sheets where they can go through the bulletins and indicate that they've ready/approved them.

Would that work/help?

Sue van Niekerk

Thanks everyone for ideas - will sit with my thinking cap on and try find a solution that might work

Andrée Starå

@Sue van Niekerk

Excellent!

You're more than welcome!

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Bassam Khalil

Hi @Sue van Niekerk

Please add a copy of your sheet or a screenshot (after removing or replacing any sensitive information). This will make it easier for me to provide the appropriate answer to your question.

Sue van Niekerk