Adding a standard document to ALL notifications from a sheet

Jacqueline Parker ✭

05/03/22 inSmartsheet Basics

We'd like to be able to automate email notifications to clients, but the information included in the email would need to include a standard document. Short of attaching the same document to each and every row of the sheet and adding it that way, is there some other way to do this more effectively? It's multiple pages of text so it can't go into the body of the notification message, which is limited to 2000 words, and it would be preferable to send as a pdf in any case.

Thanks!

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Answers

Linsie Weatherford ✭✭

05/03/22

Hi Jacqueline,

I currently do this by uploading the document to the adobe cloud and creating a shareable link to the document. I then copy and paste that link in the message so they can access it that way. We do this with multiple documents and haven't had any issues.

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They can be added if they use a different domain.<\/p>

<\/p>

If they are licensed on another account, they would need to either be first removed from that account (can cause some logistical headaches) or added as an unlicensed user on your account.<\/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":543,"urlcode":"licensed-users","name":"licensed users"}]},{"discussionID":108737,"type":"question","name":"Visibility on Form Submission","excerpt":"Is there a way to increase visibility for requestors on their submitted requests? Like is it possible to send the requestors all of the requests they've submitted so they can see what they've requested, date, description, etc.","snippet":"Is there a way to increase visibility for requestors on their submitted requests? Like is it possible to send the requestors all of the requests they've submitted so they can see…","categoryID":321,"dateInserted":"2023-08-09T15:23:45+00:00","dateUpdated":"2023-08-09T15:24:46+00:00","dateLastComment":"2023-08-09T18:04:13+00:00","insertUserID":164850,"insertUser":{"userID":164850,"name":"ocanel","title":"Analyst","url":"https:\/\/community.smartsheet.com\/profile\/ocanel","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-09T17:57:31+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":91566,"lastUserID":8888,"lastUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T17:02:27+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":5,"countViews":44,"score":null,"hot":3383201878,"url":"https:\/\/community.smartsheet.com\/discussion\/108737\/visibility-on-form-submission","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108737\/visibility-on-form-submission","format":"Rich","tagIDs":[204,324,334,440,448],"lastPost":{"discussionID":108737,"commentID":389865,"name":"Re: Visibility on Form Submission","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389865#Comment_389865","dateInserted":"2023-08-09T18:04:13+00:00","insertUserID":8888,"insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T17:02:27+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":"2023-08-09T17:57:54+00:00","dateAnswered":"2023-08-09T15:59:17+00:00","acceptedAnswers":[{"commentID":389837,"body":"

@ocanel<\/a> <\/p>

Excellent, and yes, I am too! Thanks!<\/p>

I'd recommend using Dynamic View.<\/p>

Share it with your company domain.<\/p>

When the user accesses it, they would only see their own submissions.<\/p>

More info.<\/p>

\n \n https:\/\/help.smartsheet.com\/learning-track\/integrations-and-add-ons\/dynamic-view\n <\/a>\n<\/div>

Would that work\/help?<\/p>

✅Remember! <\/strong>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":204,"urlcode":"Forms","name":"Forms"},{"tagID":324,"urlcode":"community-platform","name":"Community Platform"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":440,"urlcode":"project-management","name":"Project Management"},{"tagID":448,"urlcode":"workflows-in-smartsheet","name":"Workflows in Smartsheet"}]},{"discussionID":108733,"type":"question","name":"Combining multiple IF(OR statements","excerpt":"I'm trying to combine these three functional IF(OR statements into a single working formula: =IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"), \"08\/24\/2023\") =IF(OR(Webinar@row = \"Session 2|Afternoon\", Webinar@row = \"Session 2|Evening\"), \"08\/29\/2023\") =IF(OR(Webinar@row = \"Session 3|Afternoon\",…","snippet":"I'm trying to combine these three functional IF(OR statements into a single working formula: =IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"),…","categoryID":321,"dateInserted":"2023-08-09T15:03:32+00:00","dateUpdated":null,"dateLastComment":"2023-08-09T15:39:06+00:00","insertUserID":154566,"insertUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-10T16:01:00+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":154566,"lastUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-10T16:01:00+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":43,"score":null,"hot":3383190758,"url":"https:\/\/community.smartsheet.com\/discussion\/108733\/combining-multiple-if-or-statements","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108733\/combining-multiple-if-or-statements","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":108733,"commentID":389831,"name":"Re: Combining multiple IF(OR statements","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389831#Comment_389831","dateInserted":"2023-08-09T15:39:06+00:00","insertUserID":154566,"insertUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-10T16:01:00+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":"2023-08-09T15:33:00+00:00","dateAnswered":"2023-08-09T15:20:07+00:00","acceptedAnswers":[{"commentID":389820,"body":"

Hi @Draykov<\/a>,<\/p>

This is an easy fix - you have some brackets in the wrong place which is causing the IF statements to not be nested properly. When combining the individual IFs, the closing brackets should end up at the end of the combined statement, with a comma separating to make the false part of the IF statement, like so:<\/p>

Give this a whirl and it should work for you - if there are still issues then post what error you're getting! 😊<\/span><\/p>"},{"commentID":389821,"body":"

Hey @Draykov<\/a>. Looks like it's just placement of parentheses! Try the below<\/p>

=IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"), \"08\/24\/2023\", IF(OR(Webinar@row = \"Session 2|Afternoon\", Webinar@row = \"Session 2|Evening\"), \"08\/29\/2023\", IF(OR(Webinar@row = \"Session 3|Afternoon\", Webinar@row = \"Session 3|Evening\"), \"08\/31\/2023\")))<\/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":254,"urlcode":"Formulas","name":"Formulas"}]}],"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":4937,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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