Automation 'breaks' when I 'save as new' for a sheet.

agarcia · 07/25/23

I've created a series of sheet templates with different task rows within them based on the type of project they are used for. A team member will save these sheets as 'save as new' to a specific project folder to use for the new project.

In these sheets I have an automation that alerts an individual on my team to review content when a certain parameter is met.

Recently, after a person has 'save as new' one of these sheets the automation 'breaks' and no longer has that specific persons listed under the assigned to. In the sheet templates, the automation shows there is someone assigned to it but not with the 'save as new' version.

This was working fine before and the only change I made was adding a new team member to our workspace in the last couple months.

Rick Olsen · 07/25/23

That is a known thing... if you have it set to a cell and not a person directly, it will remain. I've usually created a column with a contact if necessary and have the column set to the person. Then you use the cell reference and it will remain.

Andrée Starå · 07/25/23

Hi @agarcia

I hope you're well and safe!

Can you share some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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agarcia · 07/25/23

@Andrée Starå Hello!

Would you want a screen shot of the automation? I found what the problem was in the automation, just wondering what is causing the 'send to specific people' in the automation to be blank even though I added a name in my original sheet that I'm 'save as new'.

agarcia · 07/25/23

@Rick Olsen So if I have an automation with an 'alert someone' and I 'save as new' that sheet, it will wipe out who the 'send to specific people' team member is?

Rick Olsen · 07/25/23

Unfortunately yes, when you pick a specific user, it will not bring it in... like I said, I have overcome that by having the automation reference a cell. Then that cell can have the person's contact in it. I've usually set it up as a Summary field, with the person's contact in it. Then create a column with a column formula pointed at the Summary field.

Did that make sense? If not, I can try to describe it better.

agarcia · 07/25/23

https://community.smartsheet.com/discussion/comment/386975#Comment_386975

Oh that made perfect sense. Thank you for your help @Rick Olsen !

Rick Olsen · 07/25/23

I remember this being in a post or documentation. I'm trying to find it...

Andrée Starå · 07/25/23

@agarcia

It should work just fine if you select the (Include recipients... option)

Did that work?

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agarcia · 07/25/23

https://community.smartsheet.com/discussion/comment/386985#Comment_386985

@Andrée Starå How do I locate this area?

Andrée Starå · 07/25/23

@agarcia

It's in the Save as new dialog window.

agarcia · 07/25/23

@Andrée Starå That seemed to have worked. Thanks!

Andrée Starå · 07/25/23

@agarcia

Excellent!

You're more than welcome!

✅Remember! 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!

Aly_Olson_Turek · 07/09/24

@Andrée Starå I do not see the option for "preserve destination" when I use Save as New on a folder that contains a sheet with to copy rows - is that also intended behavior? I only see that option if I go to the specific sheet with that automation built in it and select Save as New

Automation 'breaks' when I 'save as new' for a sheet.

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