How can I notify staff when an assignment in a contact column changes?

I have a sheet set up with a contact column so I can assign staff to a request. This assignment is automatically triggered based on request type. When the staff are assigned to the new row, I set up an automation to notify them via email of the request. This is working well.

However, sometimes the assignment is changed manually depending on workload. When the assignment in the contact column is changed, it is not triggering the notification to the new assignee letting them know they have been assigned. I have a screenshot of my automation. Is there a trick to triggering a notification when the contact row is changed rather than added?

The second automation in the screenshot is what I established to notify staff of a new assignment, and that one is working when the row is first added. I tried adding the top automation to address changes, thinking I could set up a notification for each staff, but that didn't work either. Can anyone see a reason this automation isn't working for changing as assignment?


Best Answer

  • katiemcmahon
    Answer ✓

    @Jeff Reisman @Andrée Starå Thank you all for helping me, turns out it was user error. The assignment automation was running anytime a row was added or changed - this was reverting the assignment when it was changed. I have fixed that to run only when rows are added, and now the email notifications are coming through as expected. I appreciate your help even though it was my own fault in the end!

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @katiemcmahon

    I hope you're well and safe!

    Strange! It looks correct!

    Try this. Ensure that you've checked the Sheet Change Notification Settings box to Include my changes in sheet notifications in your Personal Settings (circle/profile in the lower-left corner).

    Did that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    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, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

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  • Jeff Reisman
    Jeff Reisman ✭✭✭✭✭✭

    @katiemcmahon I don't see anything obvious from your screenshot. Can we see the whole trigger?

    How are they manually making the change? Are they entering an email address or selecting from the contact list dropdown in the Assigned To column itself, or is it being set by some other formula or cross sheet link?

    Regards,

    Jeff Reisman, IT Business Analyst & Project Coordinator, Mitsubishi Electric Trane US

    Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages

    If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!

  • @Andrée Starå I do have that setting checked already, so I don't think that's it. I have asked my team to make sure they have it checked, too. Still doesn't seem to be working.

  • @Jeff Reisman Below is the full trigger - this is the one that is working for the initial assignments, but not the change in assignment. The only people who are assigned are in the contact list, and I have tried both typing their name/contact in and just selecting it from the drop down.


    I've also attached my permission settings and the column settings if that helps at all. All members in the contact list are editors on the sheet. However, they are free users, if that makes any difference. I have a license, but I am also not receiving a notification when I change the assignment to myself.

    Thanks!

    Katie



  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @katiemcmahon

    Yes, that should work! Did you check your personal settings just to be sure they are correct?

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Jeff Reisman
    Jeff Reisman ✭✭✭✭✭✭

    I think it may be your permissions. If your Smartsheet plan is not set up for auto user provisioning, then even if those users have the same email domain, Smartsheet might not consider them part of your account.

    Switch it to unrestricted and try again. If it still doesn't work, you may need to check the automation permissions in the Smartsheet Admin Center under Security & Controls (or ask your Smartsheet system admin to check if you're not a system admin.)


    Regards,

    Jeff Reisman, IT Business Analyst & Project Coordinator, Mitsubishi Electric Trane US

    Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages

    If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!

  • katiemcmahon
    Answer ✓

    @Jeff Reisman @Andrée Starå Thank you all for helping me, turns out it was user error. The assignment automation was running anytime a row was added or changed - this was reverting the assignment when it was changed. I have fixed that to run only when rows are added, and now the email notifications are coming through as expected. I appreciate your help even though it was my own fault in the end!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @katiemcmahon

    Excellent!

    I'm always happy to help!

    Please support the Community by marking your post with the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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 for help with Smartsheet, integrations, general workflow advice, or anything else.