Consolidate rows by assigned to - Automated workflow

Melissa Torrez

Is there a way to consolidate rows by 'Assigned To' in automated workflow so the user is only getting one Smartsheet notification with the rows assigned to them?

For example: I want to send a consolidated list of all late start tasks that are assigned to "John Smith" in one notification vs. that person getting an email for each row that meets the late start criteria.

Thanks!

Paul Newcome

How is your automation currently set up?

Andrée Starå

Hi @Melissa Torrez

I hope you're well and safe!

An alternative option could be to send a report on a schedule instead.

Would that 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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Melissa Torrez

@Paul Newcome It is set up to alert someone when the task has a late start (that is the trigger) with a condition set to "where assigned to has any of" and the name of one person

Melissa Torrez

@Andrée Starå I just tested the scheduled report function and the challenge is that it is sent as a PDF so the user can't action/ update anything. It doesn't display the row number detail from the source sheet so they can go find it and update it easily.

Andrée Starå

@Melissa Torrez

They could click to open the report and see the details.

Would that work/help?

Paul Newcome

Are you able to provide a screenshot of the trigger and condition(s)?

Melissa Torrez

@Paul Newcome

Paul Newcome

OK. Because you have the trigger set to run right away and are using placeholders, it will always send out individual emails. You would have to remove the placeholders and set it to run on a regular basis to get consolidated emails.