Adding email list for Automations

mallen101

Hi All,

I have a Drawings Sheet that I use to update contractors with up to date drawings, I send them a simple published URL but do not share the sheet with them. (See below)

I use another Project Sheet to run the project and keep a status of the jobs. In this lists all the contractors with a Purchase Order for the works etc. (See below)

What I want to do is grab the contacts from the Project Sheet with their status set to 'PO Sent' as an email list for the automation on the Drawings Sheet.

Is there an easy way to automate this information from one sheet to another?

I hope this makes sense,

Matt

Andrée Starå

@mallen101

No worries!

We'd use Cross-Sheet formulas to collect the information. We'd use a JOIN COLLECT Formula.

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Andrée Starå

@mallen101

No, but good point, and that could also work, but my suggestion was to have the formula in the other sheet and collect it there.

Khasim

Hi @mallen101

Are you trying to copy rows from the Project Sheet to the Drawing Sheet that have a PO sent status? If so, you can use the copy/move rows automation workflow and set the condition to only for PO sent.

mallen101

No, I want to reference contacts in another sheet with a specific status in the row to create an email list to send automations... I feel this is currently not achievable in Smartsheet however...

Andrée Starå

Hi @mallen101

I hope you're well and safe!

Yes, we could collect the email addresses from the other sheet. Should all of them be collected in the same row or different rows?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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mallen101

https://community.smartsheet.com/discussion/comment/344036#Comment_344036

They're in different rows and I would want to filter them based on their status.

Andrée Starå

@mallen101

Not sure I follow!

Can you elaborate?

mallen101

Sorry I misread your comment, if I had to collect them and add them on the Drawing sheet then in 1 cell... But I could do that with Cell Linking, although I wouldn't know how to celllink with a filter...

Andrée Starå

@mallen101

No worries!

We'd use Cross-Sheet formulas to collect the information. We'd use a JOIN COLLECT Formula.

✅Remember! 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!

mallen101

https://community.smartsheet.com/discussion/comment/344050#Comment_344050

I assume you would have to apply that formula to the original sheet then simply link the cell it into the 2nd sheet yes?

Andrée Starå

@mallen101

No, but good point, and that could also work, but my suggestion was to have the formula in the other sheet and collect it there.

Andrée Starå

@mallen101

More info.

https://help.smartsheet.com/function/join

https://help.smartsheet.com/function/collect

mallen101

https://community.smartsheet.com/discussion/comment/344054#Comment_344054

Thanks Andrée, I'm fumbling my around it now :)

Andrée Starå

@mallen101

You're more than welcome!

mallen101

@Andrée Starå Just to make it easier on me, would you Join the Status Column (which has the PO Sent) with the Company Column (Which keeps the Contacts) then Join all Contacts that have their Status set to PO Sent?

Will this then populate a cell with those contacts?

Andrée Starå

@mallen101

Have a look at the examples on this page.

https://help.smartsheet.com/function/collect