How to set up alerts once the sheet has reached a certain row

gfsp · 08/16/23

Hello - I understand there's no capability to limit the number of form responses - only workaround. Can someone please help me set up alerts once a sheet has reached a certain row number? I am setting up a Smartsheet for an event and only have 30 spots available. How do I set up an alert when the form responses reach 30 so I can go in and deactivate the form?

Andrée Starå · 08/16/23

https://community.smartsheet.com/discussion/109064/how-to-set-up-alerts-once-the-sheet-has-reached-a-certain-row

Hi,

I hope you're well and safe!

Try something like this. (replace the column name with your Primary Column name)

Add this formula to a so-called helper column. You can name it Counter.

Add a Workflow with an Alert that would trigger when the counter reaches a specific amount.

=COUNT(FormResponse:FormResponse)

Did that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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gfsp · 08/16/23

I'm confused. So I add a new column and name it "Counter". I then entered the formula you indicated and the result is #unparseable. Is that right?

Where do I find the workflow with an alert that would trigger the counter reaches a specific amount? Can't find it in the workflow templates.

I'm new to Smartsheets so apologies for all the questions. I need someone to break it down for me! Thanks

Andrée Starå · 08/16/23

https://community.smartsheet.com/discussion/comment/391032#Comment_391032

Happy to help!

No worries!

You'd have to change the column name to what your Primary Column is named.

Maybe.

=COUNT([Task Name]:[Task Name])

Then you'd add something like this using the, Create Workflow from scratch option.

Make sense?

✅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!

gfsp · 08/16/23

So I have 6 different columns: First Name, Last Name, Company, Job Title, Email and Phone Number. Do I add a new column and name it Counter? And in the counter column add the formula mentioned in all 30 rows?

I'm not sure what you mean by primary column.

Andrée Starå · 08/16/23

https://community.smartsheet.com/discussion/comment/391036#Comment_391036

Yes, but you only need to add the formula to the first row.

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gfsp · 08/17/23

I copy and pasted the formula below in row 1 cell of the Counter column and created the workflow you mentioned. #unparseable still shows up when I enter the formula in the cell. To test it out, I also created a 2nd workflow that will alert me anytime a new entry is added. I registered and did not get an alert for that. How long do alerts usually come in?

=COUNT([Task Name]:[Task Name])

How to set up alerts once the sheet has reached a certain row

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