Customized alerts via automated workflows

BrianET · 06/03/24

We have a sheet that we're using as a defect tracker through several UAT phases. This sheet has forms that users can utilize to submit defects that they discover. There's a field in our sheet (DefectID) that automatically populates with the next sequential number as new defects are entered, so that each defect has a unique ID.

We have workflows active on this sheet that will email an alert to a user whenever a defect gets assigned to them.

What we're trying to do is include the DefectID field anywhere in that email alert (either the subject line or the body of the email). This will make it easier for the assignee to sort through their message history about a specific defect in Outlook. Is there a way I can automatically pull that field data into the subject line or message body?

Thank you!

Andrée Starå · 06/03/24

https://community.smartsheet.com/discussion/122788/customized-alerts-via-automated-workflows

Hi,

I hope you're well and safe!

Yes, you can use the Placeholder feature.

More info:

https://help.smartsheet.com/articles/2477796-dynamically-add-cell-data-in-the-subject-and-body-of-request-messages

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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BrianET · 06/03/24

https://community.smartsheet.com/discussion/comment/438770#Comment_438770

I think this is what I'm looking for, thank you!

If I'm reading it correctly, I can add the field in the message by adding "{Defect ID}" into the automation? Would that work in both the subject line and the message body? Is there a way I can test the change or see a preview of it before committing the change for everybody?

Andrée Starå · 06/03/24

https://community.smartsheet.com/discussion/comment/438776#Comment_438776

Excellent!

Happy to help!

Yes, but it should be {{Defect ID}}, and yes, you can test it before, and I'd recommend making a copy of the workflow and then modifying and testing.

✅ 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!

Customized alerts via automated workflows

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