Sending Rows Monthly to Individuals w/o Underlying Sheet Access

fioscala

Hey y'all -

I'm looking to set up a sustainable option, probably a workflow, to send row items to an individual for all entries they submitted in the past 30 days, without giving underlying access to the sheet. The specific use case here is this is a team wide hour reporting sheet, and we want to give folks visibility into the items they've submitted without sharing the entire population.

Right now the only solution I can think of is manually exporting, filtering, and sending via email or through a workflow, copying rows to another SmartSheet only one individual can access. The underlying Sheet will change frequently though as we nail down categories and our business does not have the Command Center functionality to allow for easy templating.

We do also allow for individuals to send their entries to themselves via the Form functionality when they enter time, but for anyone who doesn't remember to do that when submitting they're currently out of luck.

If anyone can suggest anything, I sure would appreciate it!

Andrée Starå

Hi @fioscala

I hope you're well and safe!

Here's a possible workaround or workarounds

• Premium App, Dynamic View
• Premium App, WorkApps

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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AnthroTim

Hi,

I suspect this is not what you want, but it sounds like a good use case for Dynamic View:

https://www.smartsheet.com/marketplace/premium-apps/dynamic-view

otherwise, I suspect it’s cobbling something together like you suggest, copying the data to personal sheets.

As even setting up a report that is filtered to the current user needs that user to be shared to the underlying sheet.

Tim

anthrotechnic.com

——————

Apologies @Andrée Starå - our posts seemed to cross over in the ether and there doesn’t seem to be a delete!

Paul H

For the problem of users forgetting to check "send me a copy", you could give them custom URLS that automatically fill in their email address an check "send me a copy". But not very practical if you have a lot of users.

Explained in this article

https://help.smartsheet.com/articles/2478871-url-query-string-form-default-values

Andrée Starå

@fioscala

To add.

You could set up an Automated Workflow with an Alert to send a copy of the submission to each submitter.

Would that help?

Andrée Starå

@AnthroTim

No worries!

fioscala

https://community.smartsheet.com/discussion/comment/325482#Comment_325482

Hey -

I was thinking this was likely the best solution, but again when sending the message we would not want to link to the sheet itself, which correct me if I'm wrong would mean individual references to all columns we have via the {{}} in the message. I've thought about this, but as we have over 60+ columns... it's not practical to change every time there's an update to the sheet.

Is there a solution that would just effectively be what was suggested above re: an automatic send to email option for the form or something similar? If not I think the link with the individual's email appended to it is the best option.

Paul H

How about this.

Make an contact column email address a mandatory field on the form and disable the "Send Me a copy" button

Create two new blank sheets, one called Notification, second called Garbage

Main Sheet Automation:

Trigger = New Row, Action = COPY row to Notification Sheet

Notification Sheet Automation:

Trigger = New Row, Action = Send user notification based on the contact column, additional action = MOVE row to garbage sheet

The users only need to be shared to the Notifications sheet which will be essentially blank all the time.