Using Automation to send single sheet email request, rather than multiple emails

Dylan Moglowsky
Dylan Moglowsky ✭
inSmartsheet Basics

Currently my automation is used to update my users once weekly to update any of their rows with the a cell marked 'Open'. This sends anyone with 8+ cells a single email spreadsheet of the applicable rows that they can review and then update as needed. To everyone else this is spamming six emails to update each row individually. Is there a way to format update requests to always send single email spreadsheets regardless of their size?

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Thank you,

Dylan

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  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi@Dylan Moglowsky

    Yes, if you remove the placeholders because if I'm not mistaken, those are forcing the separate requests.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic weekend!

    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!

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Hi @smbailey<\/a> <\/p>

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. But when the Grid refreshes it breaks the Metric and…","categoryID":321,"dateInserted":"2023-07-28T17:52:38+00:00","dateUpdated":null,"dateLastComment":"2023-07-28T22:21:10+00:00","insertUserID":164293,"insertUser":{"userID":164293,"name":"Joshua Jones","title":"IT Specialist","url":"https:\/\/community.smartsheet.com\/profile\/Joshua%20Jones","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T22:18:30+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":164293,"lastUser":{"userID":164293,"name":"Joshua Jones","title":"IT Specialist","url":"https:\/\/community.smartsheet.com\/profile\/Joshua%20Jones","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T22:18:30+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":37,"score":null,"hot":3381150828,"url":"https:\/\/community.smartsheet.com\/discussion\/108269\/dashboard-metric-breaks-on-update-of-datashuttle","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108269\/dashboard-metric-breaks-on-update-of-datashuttle","format":"Rich","tagIDs":[292,474],"lastPost":{"discussionID":108269,"commentID":387933,"name":"Re: Dashboard Metric Breaks on Update of DataShuttle","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/387933#Comment_387933","dateInserted":"2023-07-28T22:21:10+00:00","insertUserID":164293,"insertUser":{"userID":164293,"name":"Joshua Jones","title":"IT Specialist","url":"https:\/\/community.smartsheet.com\/profile\/Joshua%20Jones","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T22:18:30+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":"2023-07-28T22:21:14+00:00","dateAnswered":"2023-07-28T20:45:34+00:00","acceptedAnswers":[{"commentID":387914,"body":"

How exactly is your Data Shuttle set up? 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. I've tried various…","categoryID":321,"dateInserted":"2023-07-27T19:03:42+00:00","dateUpdated":null,"dateLastComment":"2023-07-28T21:12:20+00:00","insertUserID":164209,"insertUser":{"userID":164209,"name":"AshwiniBiotech2023","title":"Sr. Director, Project Management","url":"https:\/\/community.smartsheet.com\/profile\/AshwiniBiotech2023","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T23:10:16+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":164209,"lastUser":{"userID":164209,"name":"AshwiniBiotech2023","title":"Sr. Director, Project Management","url":"https:\/\/community.smartsheet.com\/profile\/AshwiniBiotech2023","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T23:10:16+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":14,"countViews":77,"score":null,"hot":3381071762,"url":"https:\/\/community.smartsheet.com\/discussion\/108213\/how-to-spread-costs-evenly-across-months-if-they-fall-within-those-dates","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108213\/how-to-spread-costs-evenly-across-months-if-they-fall-within-those-dates","format":"Rich","lastPost":{"discussionID":108213,"commentID":387925,"name":"Re: How to spread costs evenly across months, if they fall within those dates","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/387925#Comment_387925","dateInserted":"2023-07-28T21:12:20+00:00","insertUserID":164209,"insertUser":{"userID":164209,"name":"AshwiniBiotech2023","title":"Sr. Director, Project Management","url":"https:\/\/community.smartsheet.com\/profile\/AshwiniBiotech2023","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-28T23:10:16+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\/IBAVVE3YLO8D\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-07-28T09:38:32+00:00","dateAnswered":"2023-07-27T19:21:12+00:00","acceptedAnswers":[{"commentID":387646,"body":"

You would use the below for Jan 2023 and adjust the month and year numbers accordingly for each of the other months.<\/p>

=IF(AND(MONTH([Start Date]@row)<= 1, YEAR([Start Date]@row)<= 2023, MONTH([End Date]@row)>= 1, YEAR([End Date]@row)>= 2023), [$ per month]@row)<\/p>"},{"commentID":387901,"body":"

Lets try a different approach.<\/p>

=IF(AND(VALUE(YEAR([Start Date]@row) + IF(MONTH(Start Date]@row)< 10, \"0\", \"//www.santa-greenland.com/community/discussion/72517/\") + MONTH([Start Date]@row))<= 202307<\/strong>, VALUE(YEAR([End Date]@row) + IF(MONTH([End Date]@row)< 10, \"0\", \"//www.santa-greenland.com/community/discussion/72517/\") + MONTH([End Date]@row))>= 202307<\/strong>), [$ per month]@row)<\/p>


<\/p>

Basically we are creating a yyyymm stamp from the start and end dates and comparing them to the yyyymm stamp for that year\/month combo. The above is for July 2023 (202307).<\/p>"},{"commentID":387906,"body":"

@AshwiniBiotech2023<\/a> Check out my last comment.<\/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":[]}],"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":4893,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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