Smartsheet Automation: Simplify Your Workflow & Reduce Manual Tasks

Quick Start: Key Concepts of Smartsheet Automation

Every automated workflow in Smartsheet consists of three parts:

• Trigger: The event that starts a workflow (e.g. “When Status changes to Complete” or “Every Friday at 5pm”). This is the “WHEN”.
• Condition (Optional): Filters that check data before proceeding (e.g. “Only if Priority is High”). This is the “IF”.
• Action: What happens next (e.g. “Move row”, “Send Alert”, “Request Approval”). This is the “THEN DO”.

How do I automatically move/copy rows to another sheet when status changes in Smartsheet?

Automatically moving or copying rows is essential for archiving completed tasks, handing off work to another team, or building an intake system. Smartsheet handles this seamlessly when specific criteria (like a Status change) are met.

What This Automation Does

The workflow monitors a column (like Status). When it changes to a value you specify (e.g., "Complete"), the row is either:

• Moved: Removed from the original sheet and added to the target. Ideal for archiving.
• Copied: Duplicated to the target sheet while remaining in the original. Ideal for parallel processing.

When to Use It

• Archiving: Move closed items to an "Archive" sheet to keep your active sheet lean.
• Handoffs: Move a row to a "Implementation Team" sheet when a sales lead is marked "Closed Won".
• Broadcasting: Copy a row to a secondary or master sheet for visibility without disrupting the original.

How to Set It Up

1. Prepare the Target Sheet: Ensure the destination sheet exists. It's best if column names match the source sheet to ensure all data transfers correctly.
2. Create Workflow: In your source sheet, go to Automation > Create Workflow (or use the "Move a row" template).
3. Set Trigger: Choose "When rows are changed". Configure it to run when Status changes to Any Value (or a specific value).
4. Add Condition: To be safe, add a Condition: "Where Status is Complete". This prevents the move from happening on accidental edits.
5. Choose Action: Select "Move rows" or "Copy rows" and pick your target sheet.

How do I set up alerts & reminders in Smartsheet (due dates, status changes)?

Staying on top of changes and deadlines is easier when Smartsheet sends automatic notifications. Alerts and reminders reduce the need to constantly check the sheet or manually email people.

How to Set Up an Alert (Status Change)

1. Create Workflow: Go to Automation > Create Workflow.
2. Set Trigger: Choose "When rows are changed". Select the Status column.
3. Trigger Logic: Set to run when Status changes to "At Risk" (or use a Condition block if specific values aren't in the trigger options).
4. Choose Action: Select "Alert someone". Choose specific people, valid contacts in a cell (like "Assigned To"), or a contact group.
5. Message: Customize the email subject and body (e.g., "Task At Risk - Please Review").

How to Set Up a Reminder (Due Date)

1. Create Workflow: Go to Automation > Create Workflow.
2. Set Trigger: Choose "When a date is reached". Select your Due Date column.
3. Timing: Configure it to run "2 Days before Due Date" at "9:00 AM".
4. Add Condition: Add "Where Status is not Complete" so you don't nag people about finished work.
5. Choose Action: Select "Alert someone" and send it to the "Assigned To" contact.

What Recipients See

Recipients will get an email (or mobile push) from Smartsheet containing:

• Sheet Name: So they know where the data comes from.
• Message: Your custom subject and body text (e.g., "Action Required").
• Row Data: A mini-table of the row's key fields (or specific fields you selected).
• Link: A button to open the sheet or specific row (if they have permission).

How do I build an approval workflow in Smartsheet?

Approval workflows automate the process of getting sign-offs. Instead of chasing people with emails, Smartsheet sends a request with "Approve" and "Decline" buttons. The response is recorded instantly in your sheet.

How to Set Up an Approval Workflow (Example)

1. Prepare Columns: Ensure you have a Status column (trigger) and an Approval Status column (to record the result, e.g., "Approved/Declined").
2. Create Workflow: Go to Automation > Create Workflow.
3. Trigger: Set to "When rows are changed". Trigger when Status changes to "Submitted for Approval".
4. Action: Select "Request an approval".
5. Configure Approver: Enter a specific email (e.g., Finance Manager) or choose a Contact column (e.g., "Department Head").
6. Save Response In: Select your Approval Status column. Smartsheet will write "Approved" or "Declined" here.
7. Message: Add context (e.g., "Please review purchase request.") and include relevant fields.

How do I send update requests and track responses in Smartsheet?

Update requests allow you to ask anyone (even non-users) to update specific fields in a row via a mini-form. This is great for collecting progress updates, missing data, external feedback, or periodic check-ins without giving direct sheet access.

How to Automate Update Requests (Example)

1. Create Workflow: Automation > Create Workflow.
2. Trigger: Set a schedule (e.g., "Every Friday at 9 AM").
3. Condition: "Status is not Complete" (target only active work).
4. Action: Choose "Request an update". Send to the "Assigned To" contact.
5. Fields: Select editable fields (e.g., % Complete, Comments) and read-only context (e.g., Task Name).

What Recipients See

They receive an email with an "Open Update Form" button. Clicking it opens a secure, limited view where they can only update the fields you selected. No login is required for non-users.

How do I build an intake form in Smartsheet that routes work to the right person/team?

Combine Forms with Automation to enable "smart intake". A user submits a request, and Smartsheet automatically assigns it or moves it to the correct department based on their selection.

3 Ways to Route Work

• Method 1: Assign People (Update Cell)
  Use the "Assign people" action to set the Assigned To column based on the request type. Good for keeping everything in one sheet.
• Method 2: Move Rows
  Use "Move rows" action to physically move the row to a different sheet (e.g., Team X Sheet). Good if teams need their own separate workspaces.
• Method 3: Alert Only
  Simply send an alert to a specific team alias. The row stays in the inbox, but the right people are notified.

Frequently Asked Questions