How do I set SmartSheet to include attachments on the emails that it sends from automation?

Chris Kleinheksel · 11/02/22

Ok - I cam up with an even better option.... the option above only includes attachments attached the same day as the workflow trigger.

In my case, We collect attachments over a period of time. So, I set up a workflow to copy the row to a new sheet - when you are ready to send the attachments, in my case when the status is complete.

When the row is copied to a new sheet, the sheet sees tee the row and the attachment(s) as an addition. The addition will trigger the workflow I created in the new sheet. Workflow: Anytime a cell changes alert someone, then use the 'Links to sheet and specific fields" option. Be sure to select "An Attachment" to pull in all attachments in the row into the email as attachments.

bmarie320 · 02/07/23

I am trying to do the same thing here as others; however, I am also trying to work within an approval workflow. Here's the order of events: A form completed with attachment included by requester. Approval email to approver triggered by new line on sheet. Each line has an attachment. I can't get the attachment to be included in the approval request automated email. I do not have "Attachment" in my advanced options. I only have the following.

Please help.

Paul Newcome · 02/07/23

@bmarie320 You would need to set the trigger to be when something is attached to the row. To include the attachment in the automation, you would select it down lower where it says "Message includes all fields".

bmarie320 · 02/07/23

Those are the settings I currently have:

Paul Newcome · 02/07/23

@bmarie320 if you click on where it says "Message includes all fields", you should be able to change it to specific fields and then make sure attachments (and any other field you want included) is checked off.

Jacob Minnich · 02/09/23

I'm having the same issue as others - I want Smartsheet to actually attach the file to the email, not include a link to download the attachment. I need a way to get an attachment down out of Smartsheet so Microsoft Power Automate can grab it and process it. There are no triggers or actions in Power Automate that allow it to access attachments in Smartsheet, so I need Smartsheet to push the attachment out to email.

Any thoughts on how to get the actual attachment instead of a download link?

bmarie320 · 02/09/23

@Jacob Minnich Yes. That's exactly what I am needing to do as well.

@Paul Newcome None of the solutions suggested are working.

Paul Newcome · 02/09/23

@bmarie320 and @Jacob Minnich

Ah. I didn't realize you were wanting the actual attachment as opposed to a link. Unfortunately Smartsheet isn't capable of doing that, but I can definitely see the benefit.

Take a look through the product enhancement requests. If you find a suggestion that fits what you are looking for, vote on it to let Smartsheet know you are interested in the feature. If it has not been submitted, you (only one needs to submit and the other can vote) can submit the idea yourself to allow other to vote on it.

Smartsheet Product Feedback & Ideas

https://community.smartsheet.com/categories/smartsheet-product-feedback-%26-ideas?sort=top

Help shape the future of Smartsheet! Share your feature wishlist and improvement requests here.

Jacob Minnich · 02/10/23

I found via Google search that the API can extract attachments. Might be an option, but that's way over my head at the moment.

bmarie320 · 02/10/23

Thanks for that! That's a direction I can explore.

chelseaPSF · 04/21/23

Hi @Felicia Wilson,

I did manage to get it to do this!

My starting goal was to use Smartsheet to create L&I Employer Job Description Forms when an employee at my company is injured, rather than keeping a full library of various Word templates (ugh) for different job titles and injuries. I created a fillable pdf from my blank Word template, set up a column in Smartsheet for each form field, and created a document mapping. Then I created a Smartsheet Form to collect the data rather than plugging the info into each of the dozens of columns I ended up with.

Ideally, I wanted to receive my finished pdf at the time I click Submit on the form:

Unfortunately, I couldn’t get that to work. BUT I did manage to get it to do this using a combination of 2 Workflows!

Workflow #1:

Workflow #2:

End Result:

A couple notes:

These Workflows required using a couple "helper" columns: "Created" and a custom one I named "File Output Name".
I’m the only person using this tool, making it easier to keep it simple.
The workflows could probably (?) be combined, but once I had #1 working, I didn’t want to potentially mess it up, so I created #2.
After I submit the Form, it takes a few seconds to receive the email; I needed to be a little more patient during my troubleshooting to avoid thinking something hadn’t worked.

Hope this helps!

Chelsea

MPath · 06/18/24

Genevieve P.

Feb 22, 2021

Hi @Aneesah Serrano and @Cidnie Hoang
Attachments are only sent if they are added or updated at the same time as the trigger for the workflow (please see the Help Center article Action Blocks: Specify What Kind of Automation is Triggered for more information).
The alert will only send the most recent attachment(s) made in the workflow, but yes you can add multiple attachments on each Smartsheet row (see: Attachments).
You may want to set the trigger to be when an attachment is added, to ensure that it's included each time, and then set up Conditions to filter the rows in the alert.
As an alternative, you could set up an Update Request type of workflow. Then lock all the columns you don't want them to edit, and set up perhaps one "checkbox" update to verify they received the email (or something similar). The Update Request form in the email will contain the attachments to view, but the user will need to open the form to see them.
There currently isn't a way to customize where the attachments appear in the emailed alert or the Update Request. Please provide your feedback to our product team by adding your vote and voice to this related Product Idea: Automations: include attachments
Cheers,
Genevieve

Any update on this please? :)

Andrée Starå · 06/18/24

MPath

Jun 18, 2024

https://community.smartsheet.com/discussion/comment/280501#Comment_280501
Any update on this please? :)

Hi,

I hope you're well and safe!

Can you elaborate? What isn't working?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅ Did my comment(s) help/answer your question or solve your problem? Please support the Community and me by marking it - Insightful 💡- Vote Up ⬆️ - Aweseome ❤️ - or/and as the accepted answer. It will make it easier for others to find a solution or help to answer! I appreciate it, thanks!

Smartsheet Basics

Smartsheet Basics

How do I set SmartSheet to include attachments on the emails that it sends from automation?

Answers

Smartsheet Product Feedback & Ideas

Quick Links

Categories

Trending in Smartsheet Basics

Has anyone tried to create a trivia game using Smartsheet?

What's the maximum number of rows in a sheet ? Is there any limitation on the number of columns ?

Sharing Permission; Shared Sheet Management for Unlicensed User/Free Collaborator