Approval workflow

09/10/21
Answered - Pending Review

Hello!

I need to create an approval workflow with these conditions. Please also find below the problems I'm encountering:

  • When a row is added, changed, or deleted. (Problem #1: I don't manage to set this up for rows that have been deleted.)
  • When any action above is performed only by specific email addresses. (Problem #2: I've not been able to set up the workflow so that it allows me to add those email addresses directly to it.)

Thank you in advance for your help,

Berta

Answers

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Berta

    I hope you're well and safe!

    Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

    I hope that helps!

    Be safe and have a fantastic weekend!

    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.

  • Hi @Berta

    You won't be able to set up an Approval workflow when a row is deleted because it will no longer exist in the sheet to be approved, does that make sense? There's an Alert workflow we can build to notify you if something was removed. You can then check the Activity Log for more details (if your plan has access to it).

    In regards to specifying if the change has happened by one person, you will want to set up a Modified By system created column in your sheet (see: Use a System Column to Automatically Add Information to a Row).

    Then you can use this in a Condition block! (See: Condition Blocks: Filter What Your Automated Workflows Send)

    Let me know if you still want help building this out. If so, I agree with @Andrée Starå that it would be useful to see screen captures, but please block out sensitive data.

    Cheers,

    Genevieve

  • Hello @Andrée Starå, hello @Genevieve P.,

    Thank you very much for your comments above. They helped me set up what I needed.

    Regards,

    Berta

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Berta

    Excellent!

    Happy to help!

    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.

  • Hello again @Genevieve Evans and @Andrée Starå,

    I've created a weekly alert for rows that are added or changed by certain people (thanks for your advice!), but I cannot set the day of the week and the time to receive these alerts. How can I customize this?

    I'd also need your help to create an alert workflow for removed rows, as you suggested above, please.

    Last but not least, I'd like to move rows whose status is changed to "Closed" to a subsection in the same sheet. However, the only option I've found allows me to move it to a different sheet.


    Thank you very much in advance,

    Berta

  • Hi @Berta


    1) Weekly Workflow:

    Weekly workflows will run between the first Friday at 12:00 AM and 11:59 PM the following Thursday, and messages will be delivered between 12:00 AM and 4:00 AM on the second Friday.

    See: Trigger Frequent, Change-Based Automations in Batches


    The alternate way to set this up would be to have the trigger set as a date, with the condition be the change that happened. See: Create a Time-Based Automated Workflow


    2) Deleted Row Alert

    Go to Automation > Manage Workflows > click the dropdown to create a workflow > Basic Workflow

    at the bottom:


    Then you can select "Alert someone when a row is deleted":


    3) Hierarchy and Workflows

    There currently isn't a way to automatically move a row to be under a specific Parent row. Please submit your suggestion and feedback to our Product team through this form, here!

    Cheers,

    Genevieve

  • Thank you very much, @Genevieve P. This is very helpful. I'll fill in the form for the third point.

    I've set up the basic workflow for the deleted rows, but the email I receive doesn't specify which rows were deleted:


    Is there any way the message body can be customized?

    Regards,

    Berta

  • Hi @Berta

    No, since the row has been deleted there is no information about the row that the alert can specify. You will need to access the sheet's Activity Log (if your plan has access to this) in order to see the history and content of that deleted row. See: Track the History of Changes with Activity Log

  • I understand. Thank you very much, @Genevieve P.

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