Allow Approvals and Update Requests to be completed by individuals not shared on SS
Hi SS Community. Smartsheet automations are great for collecting information from others! One problem I have been experiencing is wanting certain individuals to approve/decline requests. As it is, you are only able to approve/decline if you are added to the sheet. I work within a company with 20,000+ employees, my department having 600 of those employees. Adding every single individual to a sheet is unrealistic. Having a way for the 600 employees on free accounts to approve/decline and submit update requests without being shared the sheet would be helpful for bigger organizations who require data from individuals across departments. Additionally, sharing sheets outside an immediate team could compromise certain information. Thank you.
Answers
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Andrée Starå ✭✭✭✭✭✭I hope you're well and safe!
You don't need to add them to the sheet. You only have to add them to a cell so Smartsheet knows where it should send the request or Approval.
Would that work/help?
I hope that helps!
Have a fantastic week & Happy New Year!
Best,
Andrée Starå| Workflow Consultant / CEO @WORK BOLD
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Genevieve P. Employee AdminI agree with@Andrée Starå!
If you're finding you cannot send Approvals to users who are not shared to the sheet, check two things:
- Your sheet levelAutomation Controlsto make sure you've set this toUnrestricted
- Your organization's restrictions around automations
Cheers,
Genevieve
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谢谢你佛r getting back to me. My organization will not allow us to be in unrestricted as we have to comply with HIPPA. My workflows are set in the "Limited" setting, which should be sufficient. Everyone in my organization should be able to approve or decline requests, but they are unable to do so. The request emails are sent to the appropriate people, but when the link is used, the drop downs or whatever is included within the update does not display any options for these individuals to select. They are unable to submit any information.
Please advise.
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Genevieve P. Employee Admin
谢谢你佛r clarifying, that's a slightly different situation. It sounds like they're receiving the request as expected, but the fields are locked.
If you're using anUpdate Requestspecifically, then what people can fill out will depend on how your columns are configured. For example, if you lock a column in a sheet then the field will be locked in the Update Requestunlessthe person receiving the request is an Admin shared on the sheet (since Admins can edit locked fields). Does that explain what you're experiencing?
Here's more information:Read-only fields in update requests
Cheers,
Genevieve
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I think that might have been my problem! I did not know that locking the column would also lock the spaces on request forms. I thought locking it meant it cannot be edited in the grid.
谢谢你佛r the help! :)
Mitchell
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Genevieve P. Employee Admin
No problem! I'm glad we could get to the bottom of it
Categories
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/99837/\") + MONTH([Start Date]@row))<= 202307<\/strong>, VALUE(YEAR([End Date]@row) + IF(MONTH([End Date]@row)< 10, \"0\", \"//www.santa-greenland.com/community/discussion/99837/\") + 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":"
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<\/img><\/a>\n <\/div>\n<\/div>\n![\"image.png\"](\"https:\/\/us.v-cdn.net\/6031209\/uploads\/GCQ7U05Q4GNO\/image.png\")
<\/img><\/a>\n <\/div>\n<\/div>\n![\"image.png\"](\"https:\/\/us.v-cdn.net\/6031209\/uploads\/79GD9D2EWXCW\/image.png\")
<\/img><\/a>\n <\/div>\n<\/div>\n
<\/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":268,"urlcode":"Attachments","name":"Attachments"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":440,"urlcode":"project-management","name":"Project Management"},{"tagID":445,"urlcode":"importing-and-exporting","name":"Importing and Exporting"},{"tagID":510,"urlcode":"email-notifications","name":"Email Notifications"}]}],"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":4892,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">
