Is there a way to track workflows

jmilanese89091 · 01/13/20

Recently, we have had a couple of team members claim that Smart Sheet did not send the automatic update request as part of a workflow. Is there any way to show when exactly smart sheet would have sent that out?

Andrée Starå · 01/14/20

Hi,

Unfortunately, it's not possible at the moment, but it's an excellent idea!

Please submit an Enhancement Request when you have a moment to have your vote added

As a possible help/workaround, you could (depending on the workflow) send a copy to another email address to see if it has been sent.

Would that work?

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Andrée Starå · 01/14/20

To add:

It might be possible with the Event Reporting Add-on. Is that an option?

More info:

https://help.smartsheet.com/articles/2479296-event-reporting-monitor-how-data-is-used-across-your-organization

jmilanese89091 · 01/14/20

Thank you for the responses. It seems to be a bit hit and miss with them. Like they get some of them, but not all. I will certainly submit a request. Unfortunately, we are not on the enterprise plan and the last time I asked about an add-on, I almost choked from the cost!

Andrée Starå · 01/14/20

Happy to help!

If it's hit and miss, I'd recommend starting checking all workflows to see if there is a pattern.

It could also be that there was an issue at that moment it should send.

✅Remember! Did my post help answer your question or solve your problem? Please help the Community by marking it as the accepted answer. It will make it easier for others to find a solution or help to answer!

Genevieve P. · 01/15/20

Hi @jmilanese89091 ,

Just to follow-up, if your workflow is for an Update Request, there is actually a log of all requests sent, please see my screen capture below.

This log can be found in the menu on the right. It will show you if the request has been completed or if it's currently "pending". The From section also indicates if the Update Request was sent from a specific user or from an Automation, with a date stamp of when it was sent.

You can read more about Update Requests in our Help Center (click here). This log is currently only for Update Requests, so if you have other workflows to track then please submit an Enhancement Request as Andrée noted.

Cheers!

Genevieve

Andrée Starå · 01/15/20

@Genevieve P. Good tip! Didn't that about that!

JoyceZ · 03/23/23

I may have found a way that sort of helps. Go to View Activity Log for the sheet (File menu). Look for a Smartsheet Viewed activity with two gears next to it. If it says 'API - Other Client', that means the sheet automation ran. Then check the email addresses for all users added to the automation. If the address is correct, and API Client viewed the sheet, it was sent.

Be aware that some organization automatically Junk or Quarantine external emails. Sheet automations come through as and external email. so users need to check their Junk folder and/or add the Smartsheet external email to the safe list with their IT department.

Is there a way to track workflows

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