Automation - Alerts for External Users
Hi there,
I am having trouble with the automation in Smartsheet, specifically around alerting external users. The automation is for an issue control sheet, with automation that if "status" = resolved, alert user who logged (via form) with custom message.
The automation works soundly, and when I test it with an internal email (ie from my org) it functions fine, but not when I use my personal gmail account as the contact email, I receive a "not all users will receive notification" message. As it is only external partners that would be logging an issue, it seems I am in a catch 22.
我已经减少了权限不受限制的,一个d naturally don't want to share the sheet contents with all users who have logged an issue.
Any insight or assistance here would be great.
Thanks in advance,
James
Answers
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Andrée Starå ✭✭✭✭✭✭First, make sure that you have allowed yourself to receive notifications properly in your Personal Settings (circle/profile in the upper right corner)
and secondly check the Permission setting for the Automations. (cog in the top right corner in the Automation overview)Did that work/help?
I hope that helps!
Be safe and have a fantastic week!
Best,
Andrée Starå| Workflow Consultant / CEO @WORK BOLD
✅Did my post(s) help or answer your question or solve your problem? Please help the Community bymarking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå| Workflow Consultant / CEO @WORK BOLD
W:www.workbold.com| E:[email protected]| P: +46 (0) - 72 - 510 99 35
Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.
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James Adderley ✭✭✭Hi Andree,
Yes it appears that my own notifications are configured correctly too.
In this example I used a personal email address (eg[email protected], not linked to a Smartsheet account), just so I could determine if an email would be sent/received. Does that mean that depending on the email that is in the field on the smartsheet, they may not receive this 1) if they don't have Smartsheet or 2) their own notifications are turned off?
There would be no way for me to determine if the users logging on the sheet (via form) fulfil either of the above criteria.
Let me know if I have misunderstood. Appreciate your help.
Thanks,
James
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Andrée Starå ✭✭✭✭✭✭
Happy to help!
No, they don't need to be logged in or even Smartsheet users, but could there be an account restriction set from your Admin.
确认允许列表教育津贴il addresses
Check with the System Admin on your account to ensure all the appropriate email addresses are on the Allow list for your organization.
You can find the email address of your System Admin in Smartsheet by clicking on your profile icon in the upper-right corner of your screen and selecting Account Admin.
Could that be the issue?
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå| Workflow Consultant / CEO @WORK BOLD
W:www.workbold.com| E:[email protected]| P: +46 (0) - 72 - 510 99 35
Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.
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James Adderley ✭✭✭
Thanks Andree, so it could be my gmail account is not "whitelisted" to receive an alert, but external partners may if on an approved list. I will follow up on this with our account admin to see if that does the trick!
Thanks!
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Andrée Starå ✭✭✭✭✭✭
You're more than welcome!
Let me know what you find out.
✅Remember!Did my post(s) help or answer your question or solve your problem? Please help the Community bymarking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå| Workflow Consultant / CEO @WORK BOLD
W:www.workbold.com| E:[email protected]| P: +46 (0) - 72 - 510 99 35
Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.
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I hope you're well and safe!<\/p>
I can't see any rows in your screenshot that should be colored differently. Parent rows can't be changed.<\/p>
Can you share more screenshots with the conditional formatting options used on a few child rows?<\/strong> (Delete\/replace any confidential\/sensitive information before sharing) That would make it easier to help. <\/p> I hope that helps!<\/p> Be safe, and have a fantastic weekend!<\/p> Best,<\/p> Andrée Starå<\/strong><\/a> | Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p> ✅Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up, Awesome, or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/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":219,"urlcode":"Sheets","name":"Sheets"},{"tagID":319,"urlcode":"functionality","name":"functionality"},{"tagID":437,"urlcode":"conditional-formatting","name":"Conditional Formatting"},{"tagID":439,"urlcode":"gantt-view","name":"Gantt View"}]},{"discussionID":108269,"type":"question","name":"Dashboard Metric Breaks on Update of DataShuttle","excerpt":"I am sure there is something I am missing. But I try to set a Dashboard Matrix on a field that is refreshed by Data Shuttle. But when the Grid refreshes it breaks the Metric and says Data missing even though there is data in the field. Is there anyway around this or does Data Shuttle always break a Metric Cell?","snippet":"I am sure there is something I am missing. But I try to set a Dashboard Matrix on a field that is refreshed by Data Shuttle. 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If it is set to replace everything in the sheet when it runs, it is deleting the cell being referenced by the widget and then putting new data in new cells.<\/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":292,"urlcode":"Dashboards","name":"Dashboards"},{"tagID":474,"urlcode":"data-shuttle","name":"Data Shuttle"}]},{"discussionID":108213,"type":"question","name":"How to spread costs evenly across months, if they fall within those dates","excerpt":"I have various financial line items that span different dates. I'd like the costs to be spread per month automatically based on the date and cost entry. I've tried various functions already, IF, AND, and it says Unpearsable. I'd like to spread out the costs in the Cost column to the months on the right, based on the start…","snippet":"I have various financial line items that span different dates. I'd like the costs to be spread per month automatically based on the date and cost entry. 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The above is for July 2023 (202307).<\/p>"},{"commentID":387906,"body":"
<\/p>
