Automate sending a report when a criterea is met

damon.tackett

Good afternoon!

I love that we can schedule reports to send as a pdf or excel to others an a specific date or schedule.

Is it possible to automate sending a report when a criteria is met instead of a date? For example when a box is checked or a field is no longer blank?

Thanks in advance for any thoughts or help!

Genevieve P.

Hi @damon.tackett

There isn't a way to automatically generate a Report as a PDF or Excel when a criteria is met - it's currently based on a schedule as you've found.

Please submit your feature request to the Product team by creating an Idea Post in the Smartsheet Product Feedback and Ideas topic here in the Community. This will allow other users to vote on your enhancement idea!

You could use a time-based workflow in the underlying sheet(s) to send specific rows in an email based on criteria, however the row data would be stored in an email (versus as an attachment). See: Create a Time-Based Automated Workflow and/or Trigger frequent, change-based automations in batches

Cheers,

Genevieve

damon.tackett

Thank you @Genevieve P. . I will look at submitting that feature request.

JamKelley

Genevieve -

You say we can "use a time-based workflow in the underlying sheet to send specific rows in an email based on criteria". Can you explain how to do that? I need the documents attached in the email as well.

Thanks!

Genevieve P.

Hi @JamKelley

If you have attachments on the row that need to be sent with a workflow, then you'll either need to set the trigger to be when that attachment is added and send it immediately, or send the email as an Update Request. Here's more information:

https://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests#toc-selecting-what-s-included-in-an-alert-or-request-

In regards to setting up a time-based workflow, you can set the Trigger to be a Date instead of based on a change. For example, you could have a Daily workflow:

See: Create a Time-Based Automated Workflow. Then you can use Condition Blocks to filter your rows.

Or, you could set the trigger to be a change, but then adjust the timing of that workflow:

See: Trigger frequent, change-based automations in batches.

Keep in mind that with either of these options, attachments and comments will not be included in the email.

Cheers,

Genevieve