Workflow Automations being sent out on a different levels of data within Intake Sheet

Piotr Z. · 03/07/24

Hi all,

I'm trying to solve an obstacle I came across when building Notifications in the Intake Sheet. Let me shortly describe what I'm trying to achieve:

Above is an example of the Intake Sheet that will act as a scenario for my question. I have a Primary column, which is a combination of different values from two columns (Primary Column Value and another column which is not referenced in above screenshot). This combination is unique. I want to be able to create two notification:

Notification per Primary Column for when the Status has not moved to In Progress Status. This I can build with no issue
Second Notification I want to send per Primary Column Value, when the Due Date has been reached. However with this case, I want to send it only once per Primary Column Value instead of it being send out per each record. As you can see the value in Primary Column Value is not unique, and I'd like to avoid sending multiple notifications for the same Due Date

Anyone has any recommendations how I can achieve that?

Gia Thinh · 03/08/24

Hi Piotr,

I got this idea : remove all "{{..}}" field references in your message title and message body of the alert workflow. This will help to combine all the rows with the same due date in one notification.

Try to see if it works for you.

Piotr Z. · 03/08/24

https://community.smartsheet.com/discussion/comment/424121#Comment_424121

Hi Gia, thank you for your response. I tried it, and well, I received the single notification instead of two, but with the removal of all the reference fields, the notification lost it's purpose, as there is no point of reference as to what the notification is for.

Gia Thinh · 03/08/24

In this case, there are two rows to be included in the notification. Assuming that we keep the {{..}}" field references in the workflow, what is your expecting value for the field reference to be shown in the notification? It will show 2 values?

Gia Thinh · 03/08/24

One more idea:

You add one more helper column to check the due date on the row if it is unique or not. If it is unique then send a dedicated alert with field reference as your last workflow, else send a common alert as my above suggestion.

Workflow Automations being sent out on a different levels of data within Intake Sheet

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