Attachments, Discussions, AlertsSyndicate content

Reminders (Alerts tab)

Reminders can be set on any row in Smartsheet or on an entire sheet.

Row Reminders

  • To set a reminder on a specific row, right click on the row number and select "Set Reminder" from the menu
  • By default, the reminder is set for you.  Sheet owners/admins can also set reminders for other people who have been shared the sheet by clicking on the me link in the reminder sentence.  Another option is to set the reminder for whoever has been entered into a contact list column type such as Assigned To for that row.
  • By default, the row reminder is set to be triggered on a specific date.  Click on the on link in the reminder sentence to set the reminder to be set a certain number of days before or after the chosen date.  Click on the underlined date to select a different date or to select a date column in the sheet (e.g, send me a reminder 2 days before the Due Date).
  • A reminder email will be sent that includes the information on the row in the body of the email.

     

     

 

Sheet Reminders (Alerts tab)

  • You can set a reminder on the sheet in the Alerts tab at the bottom of the sheet.  For example, you can set a reminder to email the Assigned to person for a task 2 days before the due date on the task.  The advantage of a sheet level reminder is that it will be set for any new row added to the sheet that meets your reminder criteria.
  • The Alerts tab displays a summary list of all reminders on a sheet, those set on the sheet and those seton individual rows.

     

     

Notifications (Alerts tab)

Smartsheet can send you notifications via email when other people make changes to a sheet.

           

Set a Notification

  • A notification is created by default for people on the shared to list once a sheet is shared.
  • You can set a notification manually by opening the Alerts tab at the bottom of a sheet and clicking on the New Notification button.
  • You can edit the default settings on a notification by clicking on the links in the notification sentence:
    • Recipient - if you are the sheet owner or admin, you can set a notification for yourself, for "All Shared Users" for that sheet or a subset of shared users.  Editors and viewers can only set notifications for themselves.  You can not set a notification for someone who has not been shared the sheet.
    • Frequency - you can select how often the notification emails are sent: right away (within five minutes of change), hourly, daily, or weekly.  A notification will not be sent if there are no changes to the sheet.  The frequency determines the length of time after a change is made before you're notified.
    • Type of Change - you can select what types of changes on a sheet you want to be notified on.  By default, a notification is set for when "Anything" changes on a sheet but you can set it to be notified only on changes to certain columns, to attachments, sharing, or discussions.
  • Note: you will NOT be sent a notification on changes that you make to a sheet.  Some users try testing Notifications by making changes to a sheet and are surprised when no email arrives.  If you want to test notifications, you should create a free account with another email address who can receive notifications on your changes.

Notification Email

  • Included in the notification email is a grid showing any of the rows that changed (with changed data highlighted) and the names of who changed the sheet data listed below thegrid.  Changes to attachments, sharing and discussions are listed below the grid.
  • At the bottom of the email is a link to log in to open the sheet and one to turn off the notification on that sheet for the recipient.

Turn Off Notifications

There are three ways to turn off notifications for a sheet:

  • Open the Alerts tab in a sheet and delete the notification.
  • Open the Alerts tab in a sheet and remove yourself from the list of notification recipients.
  • Turn off a notification directly from the notification e-mail itself. Look for the 'turn off' link near the bottom of the e-mail.

Attachments

 

You can attach any type of file to a row, to a sheet, or to a discussion.

    

Row attachments

  • To attach a file to a row, click on the cell in the Attachments column on the left of the sheet (has a paper clip icon in the column header)
  • You can upload a file from your computer or network with the Upload button
  • Once a file has been uploaded, you can click on the file name to download it.  If it is an image file, clicking on the file name will enable you to view the image before downloading.
  • You can also attach a Google Doc or a web link by clicking on the Attach From button.  When you attach a Google Doc, you will get a form from Google asking you to grant Smartsheet access to your list of Google Docs so you can choose which one to attach.
  • After you have attached a file or link to a row, a paperclip icon will be displayed indicating that attachments exist for that row.  Clicking on a paperclip will enable people shared to the sheet to see the list of attachments/links and download them
  • The row attachment form will also list any files attached to discussions on that row

Send File

  • By clicking on the email icon to the right of a file attachment, you can send anyone an email with a link that enables them to download a copy of your attached file.  No more worrying about sending large files as attachments!

File Actions

Clicking on the down arrow to the right of the email icon opens a menu of file actions:

  • Download/Open - files can be downloaded while Google Docs and weblinks can be opened
  • Edit Description - add a brief description of the file you are attaching. 
  • Delete

Multi-File Actions

  • You can select all files using the checkbox in the upper right corner or multi-select files by checking the box the right of each file.
  • Click on the Actions button in the lower right to Download, Send or Delete the selected files.

Google Docs

  • When you select Google Docs from the Attach From menu, you will get a form from Google asking you to enter your Google Account information and to grant Smartsheet access so we can present the list of your Google Docs to choose from.
  • Note that Smartsheet sharing does not override your Google Doc sharing.  Only people who have been shared the Google Doc will be able to open it from the link in Smartsheet.
  • If you have attached a Microsoft Office Word or Excel file in Smartsheet, you have an additional option to Open as Google Doc.  This can be handy if you're on a machine that doesn't have Office installed.  This feature is not available for Powerpoint documents.  Note that this will create a new Google Doc in your Google account (instead of creating a draft like it does when you open as Google Doc from Gmail).

Box

  • When you select Box from the Attach From menu, you will get a form from Box asking you to enter your Box information and to grant Smartsheet access so we can present the list of your Box files and folders to choose from.
  • If your file or folder in Box has not been shared, attaching it in Smartsheet will automatically create a Shared Link to the file or folder in Box so that other Smartsheet users with access to the sheet will be able to open the file or folder.

Sheet Attachments

  • If there's a file or link that does not relate to a specific row, you can attach it to the sheet in the Attachments tab 
  • The Attachments tab at the bottom of a sheet shows a summary list of all files/links attached to the sheet, attached to any row in the sheet or attached to a discussion in the sheet

Who Can Access Attachments?

  • Anyone who has been shared the sheet (Viewers, Editors, Admins) can view the list of attachments and download the attachments
  • Viewers can view attachments but can not add or delete attachments.  Editors and Admins can add or delete attachments.
  • You can send an update request on a row, several rows or a sheet to someone who has not been shared the sheet.  The update request will give them a one time link to view and edit the rows and any row attachments that you've sent them.
  • You can publish a sheet as Editable or Read Only - Full and anyone you send the published link to will be able to access attachments.

File Types

  • The vast majority (hundreds) of file types are supported, including Word, Excel, PDF, and PowerPoint. For security reasons we do not allow the uploading of files that could pose a risk when downloaded. Among the excluded list are .exe, .cmd, .js, .jsp, and .bat file types. 


Attachment Size

  • The maximum size of a file that can be uploaded is 250mb per file for paid users, 30 mb per file for free users. If you wish to upload files larger than 250mb in size, please contact us.
  • NOTE to paid users: Flash version 9.0.28 or later is required to upload files larger than 30mb or multi-select files for upload (via ctrl-click). To see what version of Flash you have installed click here.

Who Has Made Changes to Attachment?

  • You can set a notification on a sheet (in the Alerts tab) to be sent an email when changes are made to this sheet.   By default changes to attachments are included in notification emails.
  • You can turn on the Highlight Changes feature for a sheet (using the button with a highlighter in the left toolbar).  If someone has made changes to attachments on a row, the paperclip icon cell for that row will be highlighted.

Workspace Attachments

  • You can attach files to a workspace using the Attachments tab at the bottom of a workspace.  The Attachments tab in a workspace will show all attachments at the workspace level, as well as a summary list of all attachments on sheets in the workspace.

Discussions

Discussions provide a way to track comments about a particular line item or sheet.  Many customers paste relevant emails into a discussion as well.



Starting a Discussion on a Row

  • You can add a discussion to any row by clicking on the discussion bubble icon for that row in the discussion column (on the left, next to the attachments column paperclip).
  • Once you've started a discussion (by creating the discussion title and first comment), a discussion bubble will appear on that row to let collaborators know that a discussion exists on that row.  They can click on the discussion bubble to add their own comments (if they have Editor permission on the sheet).


Attached Files

  • When you add a comment, you can also attach relevant files, Google Docs or links. 
  • If you email a discussion or comment, there is a checkbox option at the bottom of the email form to include links to attached files in the email.


Print, Email, Edit, Delete

  • Using the icons on the right side of the discussion form, you can print or email an entire discussion or an individual comment.
  • You can Edit or delete comments that you have added.  If you are an owner or an admin of a sheet, you can delete other people's comments.


Discussions Tab

  • The Discussions tab on the bottom of the sheet provides a summary list of all discussions on the sheet and what row they're on.
  • You can add a general sheet-level discussion from the Discussions tab.


Workspace Discussions

  • You can start or add to a discussion on a workspace in the Discussions tab at the bottom of a workspace. The Discussions tab in a workspace will summarize all discussions in the workspace, including those on a sheets and rows in the workspace.


Who can participate in discussions?
Anyone who is shared the sheet as an Editor or Admin can add comments to a discussion. You can also get comments from external parties by sending them an update request on a sheet or row that has a discussion associated with it. The update request link will give the external party access to the sheet or row (one time only), enabling them to click on the Discussion and add a comment.

How will I know if someone has added a comment to a discussion?
Go to the Alerts tab for a sheet and set a notification for yourself that includes changes to discussions.  Or you can go to the Recent Activity tab at the bottom of the sheet, and turn on the Highlight Changes feature.  If someone has added to a discussion in the specified time period, the discussion icon in that row will be highlighted.