Automated Workflow Trigger

Alicia Buckingham · 05/20/24

Is there a way to set an automated workflow trigger based on one specific task rather than any time ANY task changes? I'd like to have the completion of one task (when checked as Complete) trigger a start date being added to a new task. Then I can set a trigger for an email to be sent to that Assigned Person that the Start Date has arrived.

Dakota Haeffner · 05/20/24

Hey @Alicia Buckingham,

Assuming I'm understanding correctly, you could use the conditions to define something in that specific row that no other row has. Maybe like the Task Name or something.

You can use predecessors and successors to ensure proper flow of the work and that can lead to the Start/End dates working the way you want, maybe?

Could you provide some screenshots?

Cathy Salscheider · 05/20/24

What is the logic for determining if the specific task should or should not trigger the addition of the start date? If you can define the logic, then maybe setup a column to be checked just for those tasks ( you'd need to set that flag either manually or with an automation when the task completes) and use that to trigger the start date automation.

Alicia Buckingham · 05/21/24

@Dakota Haeffner - Screenshots attached. What I am looking to do is to trigger a start date on line 119 once line 161 is marked as "Complete". I haven't added the start date column yet - still trying to figure out if I can get this condition to work as I want it. Is there a way to acocmplish a date if the trigger is a checked box rather than a date field? I am also brand new to SmartSheet, so there's still a lot I'm figuring out. Thank you for the help!

Dakota Haeffner · 05/21/24

@Alicia Buckingham,

So the best way I can think to do this would be to enable dependencies on your sheet then set up a start and end date column and a predecessor Column. The predecessor will look at row 161 and wont populate a start date until there is a end date. You can make an automation that says onces the row is marked completed then record a date in the finish field which will result in the start date appearing in row 119.

Some screenshots to explain…

To turn on Dependencies first switch your view to Gantt.

2. Next click on Settings.

3. Turn on Dependencies.

4. On your sheet include a start and end dates as well as a predecessor column is it isn't already there.

5. Make the predecessors as needed.

6. Set up the record a date automation from marking it complete.

This should at least get you going!

Hope this helps!

Alicia Buckingham · 05/22/24

@Dakota Haeffner - Thank you. See screenshots below. I followed your suggestions, but when I try to set the Record a Date automation, I receive an error that there are no date columns (see highlighted). I have screenshot the spreadsheet showing both date columns, both of which are set up as a date format. Have you seen this error before, or did I do something wrong?

e no date fields. There are, however, two date columns - start and end.

Dakota Haeffner · 05/22/24

@Alicia Buckingham

You have both those column types set to date?

Alicia Buckingham · 05/22/24

Yes, I created them just like that, including "Restrict to dates only". I just tried undoing everything and redoing - turning predecessors on again after I put in Start Date/End Date and creating the Record a Date automation. But once I turn on the dependencies function, the automation now says "Unable to Run". Below is the error that I get now, once I redid everything (setting the automation before turning on dependencies). The Start/End date columns are still active on the spreadsheet.

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437313#Comment_437313

Hi,

I hope you're well and safe!

It's because you can't use Workflows on System Date Columns used in Dependencies.

I hope that helps!

Be safe, and have a fantastic week!

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!

Dakota Haeffner · 05/22/24

Ah, well that's too bad. Thanks Andree!

I don't know if I have ay other ideas to get it done with the check box unfortunately.

Alicia Buckingham · 05/22/24

Well, darn. Thanks for everyone's help anyway - much appreciated!!!

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437338#Comment_437338

Happy to help!

Andrée Starå · 05/22/24

https://community.smartsheet.com/discussion/comment/437381#Comment_437381

You're more than welcome!

I might have a solution, but it would involve adding a so-called helper column (Date), connecting that to a helper sheet, and then connecting that back to the main sheet using cell-linking.

Make sense?

✅ Remember! 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!

Automated Workflow Trigger

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