I have a workflow where, when a team member checks a checkbox, Smartsheet automatically sends an email to themselves containing merge fields that are used as a customer email draft.

The challenge is that this activity typically happens on a deadline day, and a team member may need to generate 30 or more of these emails at once.

We're running into two issues:

1. When multiple checkboxes are selected, Smartsheet combines the notifications into a single truncated email. This doesn't work well for our use case because each email is intended to be a unique, customer-specific template that can be reviewed and sent individually.
2. When more than approximately six notifications are generated at once, the message content is often omitted entirely, making the email unusable.

Has anyone else experienced this issue, and are there any known workarounds?

Right now, the only workaround that we have is to batch 6 at a time and wait till those messages come in and then work on the next batch which is very time consuming and inefficient.

It would be great if Smartsheet provided an option to opt in or out of notification bundling/truncation for automated emails, especially for workflows where each notification needs to remain a separate message.

Thank you,
Jonathan

I am looking for advice on the best way to architect a cross-team project tracking system.

My current setup:

• I have multiple teams, each maintaining their own individual project sheet.
• Each sheet contains a list of projects specific to that team.

The Goal:

1. Cross-team Dependencies: I want to add a dropdown column to each team's sheet that allows users to select a "Primary Project" from a different team's sheet if thier project is a dependency/support task for that primary project.
2. Consolidated Reporting: I want to create a single report that aggregates all these "supporting" projects into one master view to show how work is interconnected.

My Questions:

• What is the most efficient way to keep these dropdown lists updated as projects are added/removed across different sheets? (is there a way to automate this, or is manual maintenance required?)
• Are Data Shuttle or Dynamic View the right tools for this, or is there a simpler way to handle these cross-sheet dependencies?
• Are there any "gotchas" regarding report performance or lookup limitations I should be aware of when scaling this across many teams?

Any advice, templates, or architectural suggestions would be greatly appreciated.

Note: I am on an enterprise plan with no additional premium features. So any solution must be manually programmed.

Hi Smartsheet Support Team,

We need assistance configuring the Smartsheet Jira Connector.

Our requirement is to synchronize data from Smartsheet to a Jira project. However, we are currently unable to connect Smartsheet to Jira, and we are also unable to create or configure the workflow within the Smartsheet Jira Connector.

Could you please help us:

- Verify whether the Jira Connector is enabled for our Smartsheet account.
- Assist us in establishing the connection between Smartsheet and Jira.
- Help us configure the workflow required to sync data from Smartsheet to our Jira project.
- Let us know if any additional permissions, licenses, or admin access are required.

Please let us know if you need any additional details from our side.

Thank you

I'm having an urgent issue with a notification workflow. It worked at first, but didn't trigger on all the rows that it should have — and now, instead of the message it should be sending, I'm only getting a weird batched summary email that shows the changes that were made to the sheet. (See screenshot)

The workflow is set up as follows:

Trigger - When rows are changed > When an attachment is added
Conditions - Where "Decision letter required" column is Checked
Action - Alert someone > Send to specific people (my email address) > Customized message with a body of text that includes some of the fields using {{brackets}}.
Message includes: Links to sheet and specific fields > Attachment

Here's what I'm trying to do:

I am using the Smartsheet Merge for Google Docs extension to merge data from selected rows and create individual PDFs that are then uploaded to the corresponding row in the sheet. The attachment upload triggers the workflow, and the customized alert messages get sent individually to my email address, with the new PDF attached.

This did work correctly for a seemingly random batch of the rows that received the trigger (approx 25 out of 120 rows/documents — not consecutive), and all 120-ish documents were created and did attach to their rows, but the rest of the emails never came through.

Troubleshooting:

• I tried the document merge again with a smaller batch (just 25) and again, it created and attached the documents, but the automation still just sent the batched summary of "changes to the sheet" emails (with 7-10 rows at a time).
• I duplicated the workflow and deactivated the original one and tried again with a small batch, and the same thing happened.
• On the second attempt of these smaller re-dos, the last 2 of the 25 selected rows did work correctly and I received the customized email with attachment. This is weird.
• But it really only works correctly if I trigger one row at a time — which is not going to work for me, because I still have close to 100 left to do.

??? What's happening?

It seems like the issue is with the workflow, not the Google Docs extension, since the documents are getting created and attached correctly each time. I just don't understand why it's suddenly sending a completely different type of notification than what the workflow is set up to do.

Thank you in advance for your help; this is pretty time-sensitive and I'm at a loss.

Morning Community!

Has anyone else been experiencing this issue with document generation? I have reached the last step in settings, and when I click done to go to mapping, I receive this error. It's not a super helpful error since it doesn't really tell me anything and the link provided is broken. Anyone else having issues?

I have been utilizing this tool for years and love it. Never seen an error like this before.

It can be daunting for a user to receive a similar alert via an automation or workflow (i.e. when a project is in red and needs to be addressed/updated) from individual sheets when they have projects assigned to them on several sheets; they then receive updates on different days, at different times, and then begin to lose track of the update requests.

I'm working on a project sheet (with dependencies enabled and the Gantt view) and I'm looking for a way to exclude canceled tasks from the automatic calculation of the % complete on parent rows.

My requirement :
When a child task changes to “Canceled” status, I want it to no longer be included in the parent’s % complete. The planned duration of this canceled task represents buffer time that I want to keep visible—so I can’t set the duration to 0.

What I’ve Tried :
A. Formula with CHILDREN() in a custom column → #UNPARSEABLE. On a project sheet, CHILDREN() only works in Gantt system columns (% Complete, Duration, Dates).

B. SUMPRODUCT / COLLECT with CHILDREN() → Not supported with filter conditions on project sheets.

C. Column formula → Does not support CHILDREN() / PARENT().

What I don’t want to do :

• Set the % Complete to 100% for canceled tasks (because this distorts actual progress tracking)
• Set the duration to 0 (because this is buffer time that I want to keep)

My question :
Have you found a solution to recalculate a parent’s % complete while excluding certain child tasks on a project sheet with dependencies? Is there a workaround using auxiliary columns or another approach?

Thanks in advance for your ideas! 🙏

ex: The old sheet was 'Calendar Planning Master 23-24'. The messages have shown up with this title in 24-25, 25-26 and now the 26-27 version.

A recipient isn't receiving alerts from 'Calendar Planning Master 23-24 has been updated with a comment' in Calendar Planning 2026-27 Master.