Single 'update request' email even when several rows are affected (date trigger)

I want to send out a single notification even when several rows are affected. I read it elsewhere in the forum that the Daily" option should "roll up" multiple instances of that workflow triggering into a single email - however the user receives one email per row.

Currently I'm running the workflow each day:

screenshot-app.smartsheet.com-2022.01.24-09_45_04.png

However the user received an email for each update

screenshot-app.smartsheet.com-2022.01.24-1.png

2nd question: what would be the way to send out the email only once?

Thank you very much,

Illes

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Andrée Starå

Hi @Illes M

I hope you're well and safe!

It's because you're using the Placeholder feature.

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.

Make sense?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Illes M

Dear @Andrée Starå, thank you very much! So what kind of feature should be used instead to generate only one email regardless if 2/3/5/8 rows are affected?

Illes M

Dear @Andrée Starå, if you have a chance to answer my question: how I can achieve the desired single notification?

Genevieve P.

Hi @Illes M

When Andrée says "placeholders", he means the customized text within your message, the column names surrounded {{by these}}. If you remove out {{these}} from your custom workflow text and replace them with general text, this will then bundle together all the rows that meet the criteria into one email.

See: Dynamically Add Cell Data in the Subject and Body of Request Messages

Cheers,

Genevieve

Illes M

Dear @Genevieve P. , thank you for your time. Can you please confirm that I cannot have both features (1. placeholders {{}}, 2. bundle all rows in notifications under 7 affected rows)?

Thanks,

illes

Genevieve P.

Hi @Illes M

Yes, exactly.

You cannot bundle together rows under 7 and use {{placeholders}} at the same time with an Update Request or Alert action.

Cheers,

Genevieve

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