Customize the From Name of Smartsheet Alerts and Requests

Lekshmi Unnithan · 08/11/23

Hi Community,

A common problem that our customers faced was that the email From Name for automated Smartsheet alerts or requests used to be the name of an unfamiliar sheet owner or the person triggering the automation, often leading to these valuable notification emails being ignored.

We’re happy to announce that workflow builders can now set the From Name of automated alerts, update requests, or approval requests to come from one of the following options:

Send from Smartsheet Automation
Send from my organization*
Send from triggering user (for alerts) or Send from sheet owner (for requests)

By customizing the From Name of Smartsheet automation emails, you increase the chances of recipients opening the email and taking the intended actions, thereby boosting the effectiveness of the automation.

*Please note that theSend from my organizationoption is only available for customers on Enterprise plans or higher. Users on a free Trial as well as licensed users on Individual, Pro, and Business plans can use theSend from Smartsheet Automationand theSend from triggering user/sheet ownercustomization options.

To get started, check out this help article on how tocustomize the content of your alerts and requests.

You can also stay informed bysubscribing to receive product release updates卡帕策划新闻最近发布的产品ob欧宝娱乐app手机下载bilities and enhancements for the platform of your choosing, delivered to your inbox. As new releases occur, you will receive a daily email with news of what's released. (Emails will only send daily, Monday-Friday, as new releases are available).

Cheers,

Lekshmi Unnithan

Senior Product Marketing Manager

Product screenshots:

Enterprise plans and higher:

Individual, Pro, and Business plans:

Relationship between From Name and Reply To email address

Andrée Starå · 08/11/23

Hi@Lekshmi Unnithan

I hope you're well and safe!

Amazing! Thanks! This will help many of my clients.

I need clarification on the help article. The article states that It's included in all plans except the free.

It doesn't say anything that it's only available in Enterprise. (not that I can see)

Which is correct? I want to make sure before I talk to my clients.

Be safe, and have a fantastic weekend!

Best,

Andrée Starå| Workflow Consultant / CEO @WORK BOLD

Darla Brown · 08/11/23

Finally! My team has been anxiously waiting for this update. Thanks,@Lekshmi Unnithan, and team.

AmandaWebb · 08/11/23

This isn't really what we asked for. We want to be able to customize the sender name/email. We would like for the notifications to be sent from, and responses to go to, aspecificemail address. This is often a shared email box that can be accessed by multiple people, rather than sending tons of emails directly to an individual (who may or may not have anything to do with it, they only created the sheet).

This is definitely a step in the right direction but seems like a halfway fix being wrapped up as the solution we wanted, but it isn't.

Jeff Reisman · 08/11/23

Thanks@Lekshmi Unnithan

Regarding the updated Help articlehttps://help.smartsheet.com/articles/2479256-customize-the-content-of-your-alerts-and-requests

The new section for Customize From Name needs to go into more detail about what the choices mean, and what email ends up being the Reply-To address if someone replies to the message.

Specifically, if the option chosen is Send From Smartsheet Automation or Send From My Organization, when someone replies to that email the reply is still going to be sent to the sheet owner. With the Send From Triggering User option, if the automation is triggered by a specific user's changes, that user is shown as the sender and replies are sent to that triggering user instead of to the sheet owner, yes?

Lekshmi Unnithan · 08/11/23

Hi @Lekshmi Unnithan<\/a> <\/p>

I hope you're well and safe!<\/p>

Amazing! Thanks! This will help many of my clients.<\/p>

I need clarification on the help article. The article states that It's included in all plans except the free.<\/p>

It doesn't say anything that it's only available in Enterprise. (not that I can see)<\/p>

https:\/\/us.v-cdn.net\/6031209\/uploads\/ABWLU5HIJDMT\/image.png<\/a><\/p>

Which is correct? I want to make sure before I talk to my clients.<\/p>

Be safe, and have a fantastic weekend!<\/p>

Best,<\/p>

Andrée Starå<\/strong><\/a> | Workflow Consultant \/ CEO @ WORK BOLD<\/strong><\/a><\/p>","bodyRaw":"[{\"insert\":\"Hi \"},{\"insert\":{\"mention\":{\"name\":\"Lekshmi Unnithan\",\"userID\":84306}}},{\"insert\":\" \\nI hope you're well and safe!\\nAmazing! Thanks! This will help many of my clients.\\nI need clarification on the help article. The article states that It's included in all plans except the free.\\nIt doesn't say anything that it's only available in Enterprise. (not that I can see)\\n\"},{\"insert\":\"https:\\\/\\\/us.v-cdn.net\\\/6031209\\\/uploads\\\/ABWLU5HIJDMT\\\/image.png\",\"attributes\":{\"link\":\"https:\\\/\\\/us.v-cdn.net\\\/6031209\\\/uploads\\\/ABWLU5HIJDMT\\\/image.png\"}},{\"insert\":\"\\n\"},{\"insert\":\"Which is correct? I want to make sure before I talk to my clients.\\nBe safe, and have a fantastic weekend!\\nBest,\\n\"},{\"attributes\":{\"bold\":true,\"link\":\"mailto:andree@workbold.com\"},\"insert\":\"Andrée Starå\"},{\"insert\":\" | Workflow Consultant \\\/ CEO @ \"},{\"attributes\":{\"bold\":true,\"link\":\"https:\\\/\\\/workbold.com\\\/\"},\"insert\":\"WORK BOLD\"},{\"insert\":\"\\n\"}]","format":"rich","dateInserted":"2023-08-11T09:23:27+00:00","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":"2023-08-22T01:27:46+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390163#Comment_390163","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/390163#Comment_390163

Hi Andrée, thank you for catching that! We are working to get the help article updated ASAP. But I can confirm that the "Send from my organization" dropdown option is only available for Enterprise and higher plans.

Lekshmi Unnithan · 08/11/23

This isn't really what we asked for. We want to be able to customize the sender name\/email. We would like for the notifications to be sent from, and responses to go to, a specific <\/strong>email address. This is often a shared email box that can be accessed by multiple people, rather than sending tons of emails directly to an individual (who may or may not have anything to do with it, they only created the sheet). <\/p>
This is definitely a step in the right direction but seems like a halfway fix being wrapped up as the solution we wanted, but it isn't.<\/p>","bodyRaw":"[{\"insert\":\"This isn't really what we asked for. We want to be able to customize the sender name\\\/email. We would like for the notifications to be sent from, and responses to go to, a \"},{\"attributes\":{\"bold\":true},\"insert\":\"specific \"},{\"insert\":\"email address. This is often a shared email box that can be accessed by multiple people, rather than sending tons of emails directly to an individual (who may or may not have anything to do with it, they only created the sheet). \\nThis is definitely a step in the right direction but seems like a halfway fix being wrapped up as the solution we wanted, but it isn't. \\n\"}]","format":"rich","dateInserted":"2023-08-11T12:55:27+00:00","insertUser":{"userID":157250,"name":"AmandaWebb","url":"https:\/\/community.smartsheet.com\/profile\/AmandaWebb","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTtdXMH39WexkN98_CLEaZVH4ut_W1HfMLUEmObVqE5ZMInY1=s96-c","dateLastActive":"2023-08-11T16:06:34+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390178#Comment_390178","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/390178#Comment_390178

Hi Amanda,

Thank you for sharing your feedback. This change is the first of many that are planned to enhance the workflow customization and notification experience. The Product team is evaluating further enhancements to set the From Name as a specific person/group and customize the reply-to. While they are not yet confirmed for our roadmap, I can share that we are evaluating these capabilities. Please consider joining theEarly Adopter Program(if you aren't already a part of it) so that you can get early access to some of our latest and greatest features.

Thanks,

Lekshmi

Lekshmi Unnithan · 08/11/23

Thanks @Lekshmi Unnithan<\/a> <\/p>

Regarding the updated Help article https:\/\/help.smartsheet.com\/articles\/2479256-customize-the-content-of-your-alerts-and-requests<\/a><\/p>

The new section for Customize From Name needs to go into more detail about what the choices mean, and what email ends up being the Reply-To address if someone replies to the message. <\/p>

Specifically, if the option chosen is Send From Smartsheet Automation or Send From My Organization, when someone replies to that email the reply is still going to be sent to the sheet owner. With the Send From Triggering User option, if the automation is triggered by a specific user's changes, that user is shown as the sender and replies are sent to that triggering user instead of to the sheet owner, yes?<\/p>","bodyRaw":"[{\"insert\":\"Thanks \"},{\"insert\":{\"mention\":{\"name\":\"Lekshmi Unnithan\",\"userID\":84306}}},{\"insert\":\" \\nRegarding the updated Help article \"},{\"attributes\":{\"link\":\"https:\\\/\\\/help.smartsheet.com\\\/articles\\\/2479256-customize-the-content-of-your-alerts-and-requests\"},\"insert\":\"https:\\\/\\\/help.smartsheet.com\\\/articles\\\/2479256-customize-the-content-of-your-alerts-and-requests\"},{\"insert\":\"\\nThe new section for Customize From Name needs to go into more detail about what the choices mean, and what email ends up being the Reply-To address if someone replies to the message. \\nSpecifically, if the option chosen is Send From Smartsheet Automation or Send From My Organization, when someone replies to that email the reply is still going to be sent to the sheet owner. With the Send From Triggering User option, if the automation is triggered by a specific user's changes, that user is shown as the sender and replies are sent to that triggering user instead of to the sheet owner, yes?\\n\"}]","format":"rich","dateInserted":"2023-08-11T14:06:54+00:00","insertUser":{"userID":86866,"name":"Jeff Reisman","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Jeff%20Reisman","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/3V8W2AM105QE\/nIDXI4I7VDS7W.JPG","dateLastActive":"2023-08-18T19:31:15+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390194#Comment_390194","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/390194#Comment_390194

Hi Jeff,

I've added a screenshot to the main post detailing the relationship between the From Name and Reply To email address. We will work to get the help article updated with this information too.

Thanks,

Lekshmi

Jeff Reisman · 08/11/23

https:\/\/community.smartsheet.com\/discussion\/comment\/390194#Comment_390194<\/a><\/p>

Hi Jeff,<\/p>

I've added a screenshot to the main post detailing the relationship between the From Name and Reply To email address. We will work to get the help article updated with this information too.<\/p>

Thanks,<\/p>

Lekshmi<\/p>","bodyRaw":"[{\"insert\":\"https:\\\/\\\/community.smartsheet.com\\\/discussion\\\/comment\\\/390194#Comment_390194\",\"attributes\":{\"link\":\"https:\\\/\\\/community.smartsheet.com\\\/discussion\\\/comment\\\/390194#Comment_390194\"}},{\"insert\":\"\\n\"},{\"insert\":\"Hi Jeff,\\nI've added a screenshot to the main post detailing the relationship between the From Name and Reply To email address. We will work to get the help article updated with this information too.\\nThanks,\\nLekshmi\\n\"}]","format":"rich","dateInserted":"2023-08-11T16:45:44+00:00","insertUser":{"userID":84306,"name":"Lekshmi Unnithan","url":"https:\/\/community.smartsheet.com\/profile\/Lekshmi%20Unnithan","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/drupal_profile\/files\/2019-04\/05\/52\/n0552fedd1b0dce090ad4b1f50fbd57cd.jpg","dateLastActive":"2023-08-21T22:55:40+00:00","banned":0,"punished":0,"private":false,"label":"Employee"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390244#Comment_390244","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/390244#Comment_390244

Thanks!

Matt Rasmussen · 08/11/23

This is a helpful step, but not what we've been waiting five months for since the first announcement. We need and have asked for the ability to set the "From" name and/or address to a specific email address.

Even though the "Send from my organization" option allows email replies from users to go to the sheet owner, it is not the same. In most cases, the sheet owner is not the same person as an intake process owner or a request process owner because the sheet owner is a Smartsheet admin or experienced user setting up the sheet and its' automations for a company department or decision maker.

We need more flexibility on this than the three new options because workflow emails look like spam to outside customers/clients and even most internal employees. Case in point, I recently submitted a request to a vendor of ours that is a large purveyor of coffee with a name that rhymes with "bar trucks" who used Smartsheet for their request intake; but my request (and the requests of my coworkers) did not get processed for weeks because our email filtering thought the messages coming from "Mike Redacted via Smartsheet <[email protected]>" was spam. Our network team had to change our email filtering to allow the emails to pass even though we are already using Smartsheet and Smartsheet automated emails.

Andrée Starå · 08/12/23

https:\/\/community.smartsheet.com\/discussion\/comment\/390163#Comment_390163<\/a><\/p>

Hi Andrée, thank you for catching that! We are working to get the help article updated ASAP. But I can confirm that the "Send from my organization" dropdown option is only available for Enterprise and higher plans.<\/p>","bodyRaw":"[{\"insert\":\"https:\\\/\\\/community.smartsheet.com\\\/discussion\\\/comment\\\/390163#Comment_390163\",\"attributes\":{\"link\":\"https:\\\/\\\/community.smartsheet.com\\\/discussion\\\/comment\\\/390163#Comment_390163\"}},{\"insert\":\"\\n\"},{\"insert\":\"Hi Andrée, thank you for catching that! We are working to get the help article updated ASAP. But I can confirm that the \\\"Send from my organization\\\" dropdown option is only available for Enterprise and higher plans.\\n\"}]","format":"rich","dateInserted":"2023-08-11T16:05:22+00:00","insertUser":{"userID":84306,"name":"Lekshmi Unnithan","url":"https:\/\/community.smartsheet.com\/profile\/Lekshmi%20Unnithan","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/drupal_profile\/files\/2019-04\/05\/52\/n0552fedd1b0dce090ad4b1f50fbd57cd.jpg","dateLastActive":"2023-08-21T22:55:40+00:00","banned":0,"punished":0,"private":false,"label":"Employee"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":false,"showPostLink":false,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/comment\/390226#Comment_390226","embedType":"quote"}"> https://community.smartsheet.com/discussion/comment/390226#Comment_390226

Happy to help!

TiffanyG · 08/15/23

I second Amanda Webb's comment above:

"We would like for the notifications to be sent from, and responses to go to, aspecificemail address. This is often a shared email box that can be accessed by multiple people, rather than sending tons of emails directly to an individual (who may or may not have anything to do with it, they only created the sheet).

Having the ability to customize, the From name is very helpful, but we still want to make sure that the sheet creator is not inundated with irrelevant emails. Please consider making this part of a future update, as it would save us valuable time from having to forward emails to the correct teams.

Customize the From Name of Smartsheet Alerts and Requests

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