Send Automation Alert Per Row

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Hey there,

Right now after setting an Automation to alert me of changes in the sheet, the email includes all rows matching the automation, are you aware of any way for the system to send a sperate email per row?

Thank you for your help!

Answers

  • Chrisjohn France Juguan
    edited 08/25/21
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    Hi @A Rose !

    Usually, when i customize the alert message that will have a unique identifier per row, I receive one email per row. That's with the use of a double curly brackets as placeholder for the data.

    I'd suggest using a curly bracket to refer to a unique data (such as row ID or a task name, etc.) in a cell by using a curly bracket, {{name of column}}. You can use curly bracket at either subject portion or at the message portion.


    you may refer to the link of the full article for this feature:

    Customize the Content of Your Alerts and Requests | Smartsheet Learning Center


    Here's a screenshot for your quick reference.


  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 08/25/21
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    Hi @A Rose

    I hope you're well and safe!

    To add to Crisjohn's excellent advice/answer.

    Placeholders will generate separate notifications when using placeholders with Alert or Update Request actions in change-based workflows if six or fewer rows are triggered simultaneously. If seven or more rows are triggered at once, the custom subject and body will be removed.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic day!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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  • A Rose
    A Rose ✭✭✭✭✭
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    Hi @Chrisjohn France Juguan   & @Andrée Starå ,

    Thank you both for your inputs, however I'm looking for a resolution for like thousand rows, which it doesn't make sense to add to each a seperate automation or a sperate filter in the automation,

    Is there no way (workarounds) to get notificaitons per row?

    So if I want to email thousand diferent peopole, they need personal messages, I can't send them one alert that incudes all rows..


    Thank you! 😀

  • Hi @A Rose

    If you have a column of email addresses for your recipients per row, the notifications will be sent separately per recipient. The notification will not include other rows not assigned to him/her.

    In your automation, select Send to Contacts in A Cell and select the column where you put the email addresses of your recipients.

    Just a sample:

    You may test it out to verify the results.

  • A Rose
    A Rose ✭✭✭✭✭
    edited 08/26/21
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    Hi @Chrisjohn France Juguan,

    Thank you for your input!

    that is only true if there's only 1 row that has that specific email, but if more than one the system combines it,

    and if it's I.e. a seperate request, we want them to only get the reply of that specific request not combined.

    Thank you!

  • Genevieve P.
    Genevieve P. Employee Admin
    Options

    Hi @A Rose

    As @Chrisjohn France Juguan noted, you can use placeholders to split out Notifications into multiple emails to your contacts, as long as the bundled number of alerts sending to that specific contact in the cell is less than 7 rows.

    For example, if you have a contact assigned to 3 rows and you're using a placeholder, when the alert sends out all 1,000 rows, the 3 that are sent to this user will be separated due the the placeholders.

    However, if you have another contact that is assigned to 10 rows, then in the same trigger that sent separate emails to the previous contact, all 10 of these rows will be bundled into one alert for this second contact.

    There currently isn't a way to force alerts to send separate emails when more than 7 rows are triggered at the same time. Please let the Product team know about your feedback and use-case by filling in this form, here!

    Thanks,

    Genevieve

  • A Rose
    A Rose ✭✭✭✭✭
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    Thank you @Genevieve P. ,

    I'll keep this unresolved so if anyone got any other solution they should pop on.

    Thank you!

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