Create email/document with rows satisfying a specific filter

enzo_vaire · 05/22/24

Hi,

I am trying to extract information from a sheet - I want to specify a value and extract the rows from a sheet or report where that value is found (e.g. say a date and extract all the rows where that date is shown). I then want to export these rows as a document or (ideally) and email.

Is this possible? I have been looking at the automations, but I can't see what I actually need.

All the best,

Enzo

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/122308/create-email-document-with-rows-satisfying-a-specific-filter

Hi,

I hope you're well and safe!

You could filter or use a report, select the rows, and email them.

Screenshot of Arc at 22 May 2024 at 12_00_06.png

Would 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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enzo_vaire · 05/22/24

Hi Andrée,

Thank you - of course, I can do it manually, I already have a report grouped in the way I want. What I was hoping is that this would be done automatically - it seems like a common operation that could be automated easily.

All the best,

Enzo

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437214#Comment_437214

Happy to help!

Ok. Do you always filter on the same thing? We could maybe use a helper column that checks a box when a filter (in this case, a cell or similar that you input a value in) used in the sheet is true, and that would trigger an alert.

Would that work/help?

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enzo_vaire · 05/22/24

Not really - basically I have a sheet where I gather information by date; I want to be able to extract and email the rows which are specific to a date - the date will depend on what date I want to extract.

Also I don't see an action to actually send material via email - I see alerts, but not email export. There is a document generation action, but it's not clear to me if that works in the way I want - it asks for a PDF template. I'll look into that in more details.

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437229#Comment_437229

That was my idea! Have a selection cell(s) in the sheet summary, and then check the helper column. This could trigger the alert or the creation of a Document from Document Builder that could then be sent, but it would be one for each row; otherwise, they would have to be collected together in one row.

Make sense?

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enzo_vaire · 05/22/24

Interesting about the collection into one row - I'll try that and let you know how it goes! Thank you!

enzo_vaire · 05/22/24

It's not possible to have a filter in an automation to check if a date field is 'today' or 'in the past'?!?

enzo_vaire · 05/22/24

No, it's too restrictive, I'm unable to do what I want to do. I'll have to revert to doing this manually - not ideal, but I can't see a way forward. I'll add a proposal for a feature.

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437239#Comment_437239

Ok.

You're more than welcome!

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enzo_vaire · 05/22/24

I have managed to do something which helps.

I have added a hidden checkbox which indicates if a meeting is in the past; a daily automation moves the rows where the checkbox is ticked into a "history" sheet. I then manually send the rows.

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437298#Comment_437298

Excellent!

I'm glad you got something working!

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Create email/document with rows satisfying a specific filter

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