Change the "from" name/email address on automated emails

maltaee · 01/18/23

Hello,

I know this is a repeated question.

As an alternative to transferring the sheet ownership.

How can someone create a service account? - I assume I have to ask the company to create an email address first and then transfer the ownership to the new service account as a free Smartsheet user. Any risk in doing that?

https://help.smartsheet.com/articles/2481841-overview-of-automated-notifications-sent-via-smartsheet

Consider using a service account for the sheet owner

A service account is something you’d need to set up with your IT department. That account would need to have a Smartsheet license so that it can own sheets.

Do this:

If it doesn't make sense to have a single person as the owner of a sheet, or
If a degree of anonymity is important.

Paul Newcome · 01/18/23

It would have to be set up as a licensed user. Free users cannot own or create Smartsheet items.

maltaee · 01/18/23

https://community.smartsheet.com/discussion/comment/357659#Comment_357659

That's sad. Hard to convince management that I'm going to waste their money because of that limitation.

Paul Newcome · 01/19/23

Are there no more available licenses on your plan? Typically plans are sold with at least a couple of extra licenses to promote adoption/admin.

maltaee · 01/19/23

https://community.smartsheet.com/discussion/comment/357732#Comment_357732

We have Enterprise plan and I just asked our admin. Thanks so much for the tip.

Dale Murphy · 01/19/23

Beware of the maintenance issues related to "service" accounts. In particular, any messages from SmartSheet related to the items owned by that account will go to the associated email. That can create monitoring challenges.

If there are workflow related messages for example, it is important that someone see and act on them.

(We use two such accounts, on with sys admin status to accommodate some AD integration.)

maltaee · 01/19/23

Thanks, Dale.

I think I just automatically FYI all emails to the sheet business owner.

Paul Newcome · 01/20/23

@Dale Murphy Good catch. The Admin account's emails should definitely be monitored whether that be directly or through automatic forwarding to whomever is managing the Admin account at that time.

Change the "from" name/email address on automated emails

Consider using a service account for the sheet owner

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