Improved update and approval request emails now generally available

Jaime Elizabeth · 02/06/23

@Lekshmi Unnithan @Adrian @Chess @PhilD @RebSchr @Lorraine Stevens @Samantha Ouk @Mike Wilday @Caroline Blevins @Michael Buchanan @MMiles @beckyb27 @Kandee Evans @Laurie F H @Chad Burkhardt

I just entered a Product Idea so that we can actually upvote and hopefully bring this to the attention of Smartsheet more officially. If the issues mentioned above are still a concern, can you please go here to vote on it and share it out!

https://community.smartsheet.com/discussion/100726/all-fields-footers-in-email-notifications-revert-back/

Lorraine Stevens · 02/06/23

Thank you @Jaime Ciabattoni ! I just added my vote.

Rocky · 02/06/23

I agree with all comments regarding the elimination of the footer declaring the automation rule evoked. I reported this issue at least 2 weeks ago and was given an answer, but it was/is unsatisfactory. Updates should not eliminate important features.

Lekshmi Unnithan · 04/11/23

Hello Community,

It was brought to our attention that the sheet name and workflow ID associated with the update or approval requests were removed with this change. We have added the sheet name and workflow ID back to the footer of the email.

Thanks,

The Smartsheet team

aaddison · 04/20/23

Hi there,

We noticed this new update eliminated the row number appearing in the email on update requests - is there a way to turn that back on?

Best,

Amy

Adrian Mandile CHESS · 05/22/23

Hi @Lekshmi Unnithan,

Having the Workflow ID as the footer is a poor substitute for the actual NAME of the workflow – not many people would know/remember which ID is which! Please just bring back the name.

Bridget Conklin · 08/16/23

We really need the ability where the help text is included in the update request workflow automation too!

jlongo12345 · 02/14/25

I agree with some of the previous comments that I do not agree with the update.

The Summary table was way more useful than showing some of the first few records/rows.

Here's why:

Recently, I sent an audit to 450 people with over 1800 accounts. Some users, who have many accounts, find it challenging to review all their accounts at once without reaching out to others for answers. To know what they need to respond to, they must open the form/sheet and manually record their accounts they need to review. This is especially troublesome for those with many accounts, some have 100. Previously, the tool included all this information in a summary table in the initial automation welcome email. An easy way to see everything they need to address.

It would be beneficial to bring this feature back or find a way to automate the tool to include this summary table in the initial email. Joseph showed me how to send the email with the summary table after the fact, but this is not practical given the number of people involved.

I have included (3) befores showing the Summary table vs (2) afters with the first few records being shown.

Hope this can get changed back or a setting added so we can pick what we want on the Automation Update email.

Thanks,

Josh

jlongo12345 · 02/14/25

Hi,

I would like to recommend an option to include the Summary table vs the first few Records/Rows, like it used to be before an update that I guess occurred in 2023.

I am including (3) before and (2) screenshots showing the difference. The Summary Table is far more useful than showing the first few records.

Here's why:

Recently, I sent an audit to 450 people with over 1800 accounts. Some users, who have many accounts, find it challenging to review all their accounts at once without reaching out to others for answers. To know what they need to respond to, they must open the form/sheet and manually record their accounts they need to review. This is especially troublesome for those with many accounts, some have 100. Previously, the tool included all this information in a summary table in the initial automation welcome email. An easy way to see everything they need to address.

It would be beneficial to bring this feature back or find a way to automate the tool to include this summary table in the initial email. Joseph showed me how to send the email with the summary table after the fact, but this is not practical given the number of people involved.

Can we bring this back or create a setting to toggle between the two options?

Thank you,

Josh

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