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New Row notifications via Send option

Skip Robertshaw
Skip Robertshaw ✭
edited 12/09/19 in Archived 2016 Posts

I want to use the "Send" option to send an email to the user each time a new row is entered, automatically.  I have used the Notication Alert but it accumulates the rows in the same email.  

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Skip,

     

    Zapier (www.zapier.com) will do this.

    The row comes in vertically, so that is also nice.

     

    Depending on how many sheets you want to have this functionality and how many new rows you have will determine if Zapier is cost effective.

     

    Here's a post I wrote last month about determining if it is or not:

     

    https://www.linkedin.com/pulse/automate-question-craig-williams-pmp-

     

    The Zap took 8 minutes to set up and test and looks promising.

     

    Ideally, we wouldn't need to go outside Smartsheet for this functionality, but I don't like my in-Smartsheet work-around for this (and I'd have to retest for this use case).

    I believe rolling up the rows into a single email should be the default behavior. 

    Perhaps the Conditional Notification feature(s) on the roadmap will affect this.

     

    I hope this helps

     

    Craig

     

     

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  • Jeff K.
    Jeff K. ✭
    edited 06/08/16

    Add a "send immediately" in the Alerts/notifications...Just make sure you have have a column that will always be "new" whenever a new row is created. For example, a name of a task or something.

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jeff K.

     

    I believe I have seen mixed results when adding rows directly (I often do them in blocks) using this method, but it has been a while since I tested that functionality.

     

    Skip,

     

    If you are adding rows via a WebForm, add a new check box column (I use [WebForm Submitted] and have it default checked and hidden. Key the notificaton off that.

     

    Craig

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  • Skip Robertshaw
    Skip Robertshaw ✭

    I am adding rows from a form on our website.  When a row is added I send an email to user(s), using the the date created column since that always changes from blank to a date, and it works fine.  The  users have their similar emails grouped, so  the notifications are being added to the one email.  If there is a way to make each one unique (Subject line has Firstname lastname) then  the notication alert would work. 

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  • Jeff K.
    Jeff K. ✭

    @J. Craig Williams...Yea, in my experience, the "Immediately send email" Notifications only applies when you hit save... So if someone fills in a couple of rows and hit send, then SS will send the email as a block, rather than individual emails/row.

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jeff,

     

    Ah, that seems so obvious now that you have typed it

     

    Craig

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