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Update SmartSheet from Power Automate Workflow

Brandon Muffoletto

Goal: Power Automate to update SmartSheet Row with "In Revision" Status when selecting "Reject" for my "Wait and Approve" workflow

I have a Power Automate approval workflow that is triggered when a Smartsheet row is updated. The approval process works correctly, but I'm trying to handle the Rejected outcome.

When an approver selects Reject, I need the corresponding Smartsheet row's Status column to be changed from "Fully Approved" back to "In Revision".

The challenge is that the Smartsheet trigger ("When a sheet is updated") only provides the Sheet ID, and the Get a sheet data (dynamic schema) action returns the column data but does not expose the Smartsheet Row ID required to update the row or add a discussion.

As a workaround, I was going to try and use "Add discussion to Row", and use that as a trigger to change the status in smartsheet, but I am running into similar challenges.

I also tried using an HTTP action, but at this point, I am still learning and it has been a challenge.

Any assistance would be greatly appreciated, thank you much!

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functionality

Automations

Enhancement Request

Accepted answers

Brandon Muffoletto

I figured out quite a good workaround.

Using "Insert Row", I write a new row to a helper sheet which acts as audit log, the values I need to update when I have a "rejection". Using the advanced parameters under insert row, you can specify what you want written to the new row, such as rejection comments, row ID, etc.

That sheet then uses data mesh, to write that "Rejected" status to my main sheet, thus affecting my workflow and moving it back into review. Hoping that this helps someone else in a similar situation, thanks!

SmartSheet Power Automate Workaround.png

All comments

Darren Mullen

@Brandon Muffoletto sounds like a different trigger may be in order but would need more information to really advise.

otherwise, you could check out my getting started with power automate and Smartsheet course to see if anything in there helps you with processing the data

https://smartworkflowguru.com/course/getting-started-with-power-automate-for-smartsheet-users/

And my toolkit may help you

https://smartworkflowguru.com/docs/power-automate-smartsheet-get-sheet-advanced/

Paul Newcome

Have you looked into the built in Approval Request automation? You can set the reject action as a Change Cell Value action.

If you need an email formatted specifically that doesn't quite work with the built in Automation settings, you can use the approval of a row from the built in automation to trigger Power Automate to send the email.

Brandon Muffoletto

Hi Paul,

The smartsheet document generation is quite limited and doesn't seem to play well with multi-page documents, formatting etc. This is why I opted to user power automate to generate the document using a word template, convert to PDF, and email out to stakeholders.

I've got that portion figured out. What I need to get working is, the final approval IF you reject it. For instance, management gets the PDF before it goes out to the stakeholders, they dont like how it looks, they choose "Reject" instead of approve. When the select reject, I need that to reflect in smartsheet, and change my Status back to "In Revision".

Brandon Muffoletto

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