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I have a workflow where I need to add a different site every couple days, as we confirm site visit. I want to send  alert to the team ( about 40 people) to update and provide their availability to go to these sites. I only know of Alerts being row based in Smartsheet. Is there a way better way to approach this work flow? Please advise.

Thank you

 

Comments

Andree_Stara

Hi Sami,

Do you want to alert them to start the tasks or that the tasks are complete or something else?

Can you describe your process in more detail? That would make it easier to help.

Hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

work-bold

In reply to by Andrée Starå

Hello Andree', Thank you for replying!  This alert is more of an update, asking them to provide their availability. Once a site is confirmed, out of 40 subject matter expert, we send 4-5 to the site, based on their availability.

Hope this helps. 

 

Andree_Stara

In reply to by SamiV

Happy to help!

How many sites on a monthly/yearly basis? Do you need an update on the same site multiple times or only when it's confirmed and only once?

There are basically two ways to structure it in one sheet. Similar to the one you have now or to transpose it so the people are in the columns and the site is on the rows. 

Make sense?

Depending on your answers, there might be another method/structure.

In reply to by Andrée Starå

Hello Andree', I thought about transposing column and rows, but since this team has been working with this structure for so long, I did not want to change what they are comfortable with. If there is an option to trigger alert through column, I would like to give it a shot. We will likely add 2- 3 columns per month.

I really appreciate you helping with this.

Thank you

Andree_Stara

In reply to by SamiV

Yes, but it would require to either add columns that they need to provide feedback on or update the request when needed to only include the relevant columns.

Would that work?

 

In reply to by Andrée Starå

Yes, That is the workflow. Anytime a new site is confirmed, it gets added as a column. The resources then will have to update their availability to work on that site.

Andree_Stara

In reply to by SamiV

I'd recommend that we add placeholder columns that you then can update with the correct name. We'd then use the first row to trigger the automation.

Would that work?

 

In reply to by Andrée Starå

Andre'e, Here is the screen shot of my sheet. I attempted setting up automation. screen shot added. I am not sure how to make this work.Any idea?

Thank your for your time!

Andree_Stara

In reply to by SamiV

Try something like this.

In the column Site Visit 1, add the formula below in all cells underneath row 1 where you want to ask for availability.

=$[Site Visit 1]$1

When you change the value in the column on row 1, it will change the value for all cells underneath, and that can then trigger the Update Request.

Make sense?

Would that work?