"Approved by" column with contact email after a request was approved

Matheus Vieira · 09/20/22

Hi all,

Is there a way that I could set the contact name of the approver into a column "Approved by" after the request was approved?

I want to send the requester an email with who approved the request and write its email on a field for that row.

Thanks for your time 😀

Andrée Starå · 09/20/22

Hi @Matheus Vieira

I hope you're well and safe!

Yes, but there are a couple of ways to do it.

How many approvers do you have?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Jason H · 09/20/22

Matheus,

Might be a few solves to your ask. Can you share a bit more about the current workflow?

From reading this post, I surmise the approver has access into the main sheet, and adds either a 'checkmark' and or their 'email address' into an 'approved by' column?

If the above is true, might I suggest the following:

Create another column called, Approver Name
In each "Approver Name' field of every row add in this formula =[Approver Name]@row this will pull just the name of the approver from the email address. (Note: If the approver is not already shared or a contact in this sheet, the formula won't work.

From here you can create an automated workflow message that once 'Approved By' field of a row has a value, to share the Approver Name field and any other fields wishing to be exposed to the requestor for context.

Hope this helps!

Matheus Vieira · 09/20/22

https://community.smartsheet.com/discussion/comment/344078#Comment_344078

https://community.smartsheet.com/discussion/comment/344075#Comment_344075

Hi @Jason H and @Andrée Starå , thanks for your answer.

Let me be a bit more specific to what I have so far but just to let you know I don't need to keep this way.

I have a main sheet that with information of Purchase Orders and a Dynamic View that the requester will enter a new request filling a few information that are necessary. (see below)

After that, I created a new workflow that is triggered when a new row is added or changed. When this criteria is met, then I request an approval for that PO (row) to 3 managers.

After the "if approved" I wanted to set a value to the column "Approved by" in the main sheet with the information of the approver (could be name of email, just need something to relate to ho approved that PO). Then I wanted to send an email to the Requestor like "PO# has been approved by 'Manager1' "

Like I said, it does not need to be strict to this. If there is a way to improve I'll take it.

Andrée Starå · 09/20/22

@Matheus Vieira

Happy to help!

Please have a look at my post below with a method I developed.

More info:

https://community.smartsheet.com/discussion/68589/lock-or-store-date-value-solution-without-using-zapier

Would that work/help?

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Matheus Vieira · 09/20/22

https://community.smartsheet.com/discussion/comment/344084#Comment_344084

Hi Andrée,

I checked your solution but it seems like for the Modified By column it keeps as "automation@smartsheet" when I set the automation to copy row when value is added or changed in the main sheet. Was is supposed to change to my email if I was the one making the changes?

uprshe87 · 01/06/23

Hi @Matheus Vieira

I have a similar issue and wanted to check if you were able to find a resolve?

I trued what Andree suggested in his post and since I am getting the approval from a form, it doesn't capture the name in the modified by column.

Thanks,

Sheena

Andrée Starå · 01/06/23

Hi @uprshe87 @Carey Smith

I hope you're well and safe!

You'd add the Created By System Column in the sheet, and because they have to be logged in to see/submit the form, it will register the submitter.

You'd have to enable the feature on the form that the user has to be logged in.

Did that work/help?

I hope that helps!

Have a fantastic weekend & Happy New Year!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅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!

Andrée Starå · 01/06/23

@Matheus Vieira

Did you get it working?

"Approved by" column with contact email after a request was approved

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