Workflow to send out FIRST attachement in a row ONLY

BigAl
BigAl ✭✭✭✭
inSmartsheet Basics

Hello Smartsheet Community,

I would like to send out an attachment via a workflow (Alert somebody), however this workflow should only start automatically for the first document which is attached to a row. Background is, that an attachement is created automatically by another workflow (=Generate document). This document will then be send out for final checks and signature to some people. After the all signed the then signed document is uploaded again to this row. However as the signing persons are the same who received the workflow it does not make sense to send out the document again. Any change to set this workflow up so that only a workflow with the first attachement is being send out?

Thanks Alex

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Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi@BigAl

    I hope you're well and safe!

    You can add a Workflow that checks a box in the so-called helper column. The helper column would be checked when the first attachment is added, and then you can add a condition not to trigger the workflow when it's checked.

    Make sense?

    Would that work/help?

    I hope that helps!

    Be safe, and have a fantastic week!

    Best,

    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

    ✅了我的帖子(s)帮助或回答你的问题吗tion or solve your problem? Please support the Community bymarking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

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    Andrée Starå| Workflow Consultant / CEO @WORK BOLD

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    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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  • BigAl
    BigAl ✭✭✭✭

    Hello Andrée, thanks (again) for your quick answer and solution proposal. If I understand correctly the check mark should be set by a workflow as well in the helper column, however the trigger for the workflow to check the box in the helper column can only be set with "when triggered". I am afraid that the ceckbox will be set before the other workflow to send out the attachment will be send out and therefore not being triggered. Do you see the problem or maybe I misunderstand. Thanks again for you help. Alex

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Do both sheet columns match? Is there a way to perform your moves without such large batch movements, or a way to set up your sheet column moves nightly based on any other triggers?<\/p>


<\/p>

Question 2: Do both worksheets match? Are your teams allowed to edit unlocked columns? Some of this could affect things but may ultimately matter on the framework of the set up.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":334,"urlcode":"automations","name":"Automations"}]},{"discussionID":107296,"type":"question","name":"Reports not capturing newly created sheet data from a \"save as\"","excerpt":"Pls see pic attached for details...The yellow reports live in the 'Exceptions Dashboards' folder (they are truly reports not dashboards). Each of the yellow Reports is linked to the entire \"2023 Reviews\" folder (pic #2) bc I check off the box for the whole folder in each individual yellow Reports' 'sheets' tab. Each month…","snippet":"Pls see pic attached for details...The yellow reports live in the 'Exceptions Dashboards' folder (they are truly reports not dashboards). Each of the yellow Reports is linked to…","categoryID":321,"dateInserted":"2023-07-06T18:27:25+00:00","dateUpdated":null,"dateLastComment":"2023-07-07T12:57:02+00:00","insertUserID":97261,"insertUser":{"userID":97261,"name":"SPRINGBOK","title":"Solutions Specialist","url":"https:\/\/community.smartsheet.com\/profile\/SPRINGBOK","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!BJnBwR7K6zw!wxVBv4bxv4Q!tT7odE99z08","dateLastActive":"2023-07-07T14:02:51+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-07-07T18:30:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":32,"score":null,"hot":3377404467,"url":"https:\/\/community.smartsheet.com\/discussion\/107296\/reports-not-capturing-newly-created-sheet-data-from-a-save-as","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107296\/reports-not-capturing-newly-created-sheet-data-from-a-save-as","format":"Rich","lastPost":{"discussionID":107296,"commentID":384138,"name":"Re: Reports not capturing newly created sheet data from a \"save as\"","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/384138#Comment_384138","dateInserted":"2023-07-07T12:57:02+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-07-07T18:30:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/LV9TV7Q0R3W6\/reports-issue.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"Reports issue.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-07-06T19:31:41+00:00","dateAnswered":"2023-07-06T19:07:51+00:00","acceptedAnswers":[{"commentID":384022,"body":"

Reports have to be manually updated with new sheets when referencing individual sheets or folders. The only way a report will include new sheets as they are added is if you are referencing an entire workspace.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":107290,"type":"question","name":"How do you lock the Card View in a Sheet or Report so users can only have access to that view?","excerpt":"Hi! Our team discovered Card View is the safest way to allow multiple users to have Edit access to a sheet or report while lowering the chances of them corrupting the data. How do we restrict a view in a report and\/or a sheet so that a user can ONLY view that sheet in Card View? We don't want them switching to Grid View.…","snippet":"Hi! Our team discovered Card View is the safest way to allow multiple users to have Edit access to a sheet or report while lowering the chances of them corrupting the data. How do…","categoryID":321,"dateInserted":"2023-07-06T16:40:59+00:00","dateUpdated":null,"dateLastComment":"2023-07-06T17:32:03+00:00","insertUserID":146466,"insertUser":{"userID":146466,"name":"mariahneu","url":"https:\/\/community.smartsheet.com\/profile\/mariahneu","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-06T19:03:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-07-07T18:30:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":1,"countViews":23,"score":null,"hot":3377326982,"url":"https:\/\/community.smartsheet.com\/discussion\/107290\/how-do-you-lock-the-card-view-in-a-sheet-or-report-so-users-can-only-have-access-to-that-view","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107290\/how-do-you-lock-the-card-view-in-a-sheet-or-report-so-users-can-only-have-access-to-that-view","format":"Rich","tagIDs":[444],"lastPost":{"discussionID":107290,"commentID":383994,"name":"Re: How do you lock the Card View in a Sheet or Report so users can only have access to that view?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/383994#Comment_383994","dateInserted":"2023-07-06T17:32:03+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-07-07T18:30:14+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-07-06T19:03:10+00:00","dateAnswered":"2023-07-06T17:32:03+00:00","acceptedAnswers":[{"commentID":383994,"body":"

There is no way to lock in a specific view.<\/p>


<\/p>

Feel free to browse the Product Ideas topic at the top of this page to see if someone else has already submitted the enhancement request. If they have, you can add your vote. If they have not, you can submit it yourself to allow others to add their votes.<\/p>


<\/p>

Either way, please provide a link to that enhancement request here so that others searching for the same thing can easily find the idea and add their votes.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":444,"urlcode":"card-view","name":"Card View"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=321&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":4832,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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