Reference
Link 1 : https://help.smartsheet.com/learning-track/level-2-intermediate-users/automation
Link 2 : https://www.youtube.com/watch?v=KR4Zt2wBu4Q
Automation in Smartsheet: Streamline Your Tasks Like a Pro
Smartsheet Automation enables you to replace manual, repetitive tasks with flexible, automated workflows. You can start from a template, or set up a custom workflow based on a "trigger" or change to your sheet. Whether it's sending an alert to your team, setting up a reminder about upcoming deadlines, requesting updates or approvals, locking or unlocking rows, recording a date, assigning a task, or changing a cell value, automation has you covered
1. Access Automation Settings
a. Open the Smartsheet you want to automate.
b. Click the "Automation" menu at the top of the sheet.
c. Select “ Create from Scratch “ or “Create from Templates”
2. Choose an Automation Type
Smartsheet offers various types of automation:
Alerts: Automatically send notifications when specific conditions are met, such as when a task’s status changes.
Reminders: Schedule automated reminders to keep stakeholders informed about upcoming deadlines or tasks.
Requests: Generate automated update requests to gather missing data, ensuring you maintain accurate records.
Approvals: Set up a sequential or parallel approval process, where a task cannot move forward until approved.
3. Create a New Workflow
Click “Create Workflow” or "+ New Workflow" to begin crafting a customized automation using the Workflow Builder.
Smartsheet’s Workflow Builder is a visual interface that uses a “Trigger → Condition → Action” format. This intuitive design helps you map out how your workflow will operate step-by-step.
4. Define the Workflow
Step 1: Set the Trigger
The trigger is the starting point for your automation. It could be:
Row Updates: For example, when the "Status" column changes to "Complete."
New Rows: For instance, when a new task is added to the sheet.
Date-Based: Automations can trigger on specific dates, such as when a task is overdue or when a deadline is approaching.
Step 2: Add Conditions
Conditions refine the trigger further. For example:
Only trigger when the “Priority” column is marked as “High.”
Exclude rows where the "Status" is already "Completed."
Step 3: Select Actions
Actions specify what happens once the trigger and conditions are met. Examples include:
Sending an email notification to assigned team members.
Updating a column, such as changing the status to “In Review.”
Sending a request for updates or approvals to stakeholders.
5. Configure Notifications and Permissions
Choose Recipients: Select specific collaborators, teams, or external contacts to notify. You can use dynamic fields to tailor notifications to the specific task, row, or project.
Customize Messages: Include personalized text and placeholders such as “Task Name” or “Due Date” to make the messages actionable and clear.
Permissions: Ensure that all users involved in the automation have the appropriate access (Editor, Admin) to avoid permission issues.
6. Test the Workflow
Save the workflow and simulate the trigger event to see if the automation behaves as expected.
For example, change the status of a test row to see if alerts or updates are sent.
If something doesn’t work correctly, revisit the workflow in the Manage Workflows menu to refine triggers, conditions, or actions.