Automatically send a form when an email is entered

MichelleBohn · 05/21/18

I'm looking for a form to be automatically sent when an email is entered into a separate sheet. The form is from a separate sheet which is a survey. Once a new employee starts and we have their new company email address the recruiter would enter it into the On-boarding file and once it is entered I want an automatic email form to be sent to the new employee. Can this happen?

Alison · 05/25/18

Hello Michelle,

Thank you for asking this question! I'm happy to answer it.

I think there is a way that this can be done with a little bit of automation.

1) In your sheet with the onboarding information, create a form and save the link.

2) In your sheet with the new company emails, ensure that the column where the emails are being entered is a Contact List column.

3) Create a notification to send out to the Contact List column. I've attached a screenshot of what you'll likely want to this post.

4) Paste the link to the form from the other sheet as part of the body text in your Delivery Settings of the Notification. Based on your description, you may also want to limit how many columns are included in the notification. I've attached a screenshot of this here, as well.

Please let me know if you have further questions on this topic!

Kind regards,

Alison

Smartsheet Support

Screen Shot 2018-05-25 at 8.13.32 PM.png

Screen Shot 2018-05-25 at 8.14.48 PM.png

MichelleBohn · 05/25/18

Thank you Alison! This works!

allison.vess47261 · 08/20/19

Hello - I know this post is old but I implemented this as well, it's working great but I need one additional item. Is there any way to make the link in the email appear as a link as not as text? We are also doing a survey form upon completion of a task and need this link to appear as a link. I tried using the <a href> tags around the link but it didn't work. Thanks.

Andrée Starå · 08/20/19

Hi Allison,

The link to the form in the message you mean?

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

allison.vess47261 · 08/20/19

Hi Andree. Yes, exactly - in the notification message we need the link to appear as a link and not just text. Thanks.

Andrée Starå · 08/20/19

Happy to help!

I just tested it and it works for me.

What's the exact link you're using?

Desktop or Mobile?

Which browser?

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

Hope that helps!

allison.vess47261 · 08/20/19

Hi Andree. Please see my screenshot below. Here is the notification sent upon someone checking the "completed" checkbox in this smartsheet. The link where my arrow points - we want that to be a an actual link in the email that the user can click on versus just text.

aurea security survey form notification.png

Andrée Starå · 08/21/19

I'd be happy to take a look and see what the problem might be!

Can you maybe share the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

allison.vess47261 · 08/21/19

Andree - I have shared the sheet with you with the notification shown in the screenshot above. Thanks.

Andrée Starå · 08/22/19

Thanks!

I'll take a look and get back to you!

allison.vess47261 · 08/27/19

Hi Andree. I just responded to your email on this topic.

Thanks.

Andrée Starå · 09/01/19

Great, that we got it working!

Let me know if I can help with anything else!

Best,

Andrée

Ana Zarzosa · 10/13/20

https://community.smartsheet.com/discussion/comment/199696#Comment_199696

Hello Allison and Andrée,

How did this end up working? How can the link within the message text can be a "clickable" link?

Thank you!

Andrée Starå · 10/20/20

Hi @Ana Zarzosa

Have you tested to send an alert because it doesn't look clickable in the alert, but might be in the mail.

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Automatically send a form when an email is entered

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