Non-Smartsheet Users Email Notifications

05/27/21
Accepted

Hi :)

I am a Chief of Staff and I usually build "request" forms for a staff of more than 2k users. Not all of them have an account on Smartsheets. When they submit their "request" form, i want to be able to send them an auto-reply back... Your request has been approved, rejected, etc. The workflow asks me to pick a field to send the response to, which is a "contact" field. What is the best method for replying to the submitter and letting them know a status has changed?? Do I create a form with an email address? Do I have to add all 2k users to Smartsheets? Help appreciated :)

Best Answer

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    edited 05/27/21 Accepted Answer

    Hi @Jennifer Dowling

    I hope you're well and safe!

    To add to James's excellent advice/answer.

    There are a couple of options.

    • Ask the staff to add their email to the form, and then you can use it for the Workflows to send them an auto-reply and updates.
    • You could also import the contacts to a sheet and combine it with the URL-query feature to create unique form links with the staff's email already added.

    Make sense?

    Would any of those options work/help?

    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 support the Community by marking it Insightful/Vote Up or/and as the accepted answer. 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

  • Don't add them to Smartsheet. Add them to your personal contact list called My Smartsheet Contacts.

    I made the mistake of adding my organization's users to our Smartsheet account and Smartsheet sent every single person an invitation to join Smartsheet. I spent the next ten days answering people's questions about whether it was legit or not. That said, I also got insight into who just clicks links and signs up for things without double-checking which I had a good laugh about with my security team.

    https://help.smartsheet.com/learning-track/get-started/contacts

  • Andrée StaråAndrée Starå ✭✭✭✭✭
    edited 05/27/21 Accepted Answer

    Hi @Jennifer Dowling

    I hope you're well and safe!

    To add to James's excellent advice/answer.

    There are a couple of options.

    • Ask the staff to add their email to the form, and then you can use it for the Workflows to send them an auto-reply and updates.
    • You could also import the contacts to a sheet and combine it with the URL-query feature to create unique form links with the staff's email already added.

    Make sense?

    Would any of those options work/help?

    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 support the Community by marking it Insightful/Vote Up or/and as the accepted answer. 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 Thank you!!! That worked perfectly!!!

    🤩

    Jen

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Jennifer Dowling

    Excellent!

    You're more than welcome!

    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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