Sending Attachments / With Automated Email

BradJoseph

Hello,

I have a sheet that populates with picture attachments from a form that employees use. When the form is submitted the admin team must then go into the sheet and populate all the missing criteria, once this is complete they then click a check box which trigger an automation to send out the data to our client, however, the email that is being sent out does not include the pictures or links to the pictures that the employees have taken which is essential, instead is just send a picture of the paper clip which is not clickable.

Do do I change it so that at the very least, links to the pictures are input through the form?

Andrée Starå

@BradJoseph

Here's a great help article.

https://help.smartsheet.com/learning-track/smartsheet-intermediate/update-requests

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Andrée Starå

Hi @BradJoseph

I hope you're well and safe!

You'd need to use the Update Request feature instead if you want to automate it or manually send the row to the client.

Would that work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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BradJoseph

Can you please explain the update request feature?

From what I just quickly read that asks someone to update information which is not what I am looking for, the picture are already there, I just want a link to the pictures to be send with the automated email that is already being sent.

Andrée Starå

@BradJoseph

Yes, I understand, and unfortunately, the only way at the moment to include the attachments on a Workflow after the attachments have been added is to use the Update Request feature. Still, they don't need to update anything. Otherwise, you'd need to send the row manually.

Make sense?

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BradJoseph

Not really because I've never heard of the update request feature other than 20 minutes ago. But I'll try and figure it out

Andrée Starå

@BradJoseph

Here's a great help article.

https://help.smartsheet.com/learning-track/smartsheet-intermediate/update-requests

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BradJoseph

I see how this that suggestion will work now. Thank you.

Andrée Starå

@BradJoseph

Excellent!

Happy to help!

Prim Procurement

Hello,

Is there a way to add an attachment to an Alert email without using the "an attachment" field. To use the "an attachment" field, I have to choose the option to also send a link to my sheet. We don't want the recipient to receive a link to the backend smartsheet. So we customize our alert message using the curly bracket variables like Customer Name: {{customer name}} . My questions is does smartsheet have a curly bracket variable name like {{an attachment}} that we can use to in our customized alert messages?

Genevieve P.

Hi @Prim Procurement

No, there currently isn't a way to use placeholders to include attachments in an automated email.

Keep in mind that even if the sheet link is sent, only emails shared to that sheet will be able to open up that link and see content. Everyone else will see a message saying they don't have access.

Cheers,

Genevieve

Scott McCormick

Is it possible to send a sheet attachment with an update request? I can send a row attachment but I don't want to have to attach the same document to every row.

Thanks. Scott

Andrée Starå

Hi @Scott McCormick

I hope you're well and safe!

Unfortunately, it's not possible now, but it's an excellent idea!

Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Scott McCormick

Thanks Andree.

Andrée Starå

@Scott McCormick

Happy to help!

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Davinci

@Andrée Starå @Prim Procurement @Genevieve P. @Scott McCormick

I see this post is 2023, not sure if the work around has been found but I have found one.

Basically you don't have to attach the pdf on the smartsheet, but instead you create a link from your CRM media Eg: https://cancel-debtreview-service.co.za/images/pdf/mainfolder/clientfolder/pdf

Next you. create a column and insert the link in the intended receipient row.

And then in the auto-email you insert the column in the curly brackets. Therefore the recepient will access the attachment from the CRM.

You can send me your experiment email to test this workaround.

Hope this will be helpful to those who are struggling with sending specific attachments to specific client.

Regards

Davinci.