Non-Smartsheet Users Email Notifications

Jennifer Dowling

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 :)

Andrée Starå

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

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James Keuning

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 Starå

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!

Jennifer Dowling

@Andrée Starå Thank you!!! That worked perfectly!!!

🤩

Jen

Andrée Starå

@Jennifer Dowling

Excellent!

You're more than welcome!

Kristen Inman

Hi @Andrée Starå, I have a place on my form for the user to leave a validated email, but it still does not let me use this as a field to create an alert from. Can you provide additional guidance on how to notify a user who does not have a Smartsheet account about a change in their request's status? Thanks!