We’ve made our notifications smarter to help you work even better. Now you can be automatically alerted about specific changes made to a sheet by adding conditions to your notifications, so you can hone in on what you need to know to get your work done.
First, rest assured that any notifications you’ve already set up will continue to work. And even with our improved notifications, you can continue to create familiar, simple rules to alert you when anything on a sheet changes, when sharing settings change, or when something in a given column changes.
Since the ability to set more specific notifications greatly expands your options, we added a new menu to help you set them up. The options let you select anything from general changes to things like sharing, to more specific changes to rows, columns or even cells.
You can also opt to receive notifications about changes you make to a sheet. Right now, you won’t receive notifications to changes you make, but you can turn this on by going to your Personal Settings, then to Settings and Communication Preferences, or in the footer of every notification email. We recommend you turn this on if you want to test notifications for yourself right away.
Here’s a brief look at how you can start using the new notifications today:
When a Row is Added, Updated, or Deleted
Say you’re managing a list of tasks and you’re interested in knowing immediately when a row is added or updated, but only for items considered high-priority. Through the New Notification dialog (found in the Alerts tab at the bottom of your sheet), you can tell Smartsheet to notify you right away wherever updates are made to a row where priority is “High” or “Very High”.
This is just one example. You could add notifications for rows where a particular box is checked, where a number is above a certain threshold, or even when a row that’s assigned to you or someone else changes. Need to get even more specific? You can add multiple conditions to a notification.
When There Are Changes in Specific Columns
Sometimes you may not need to know about changes to entire rows, but you want to know about changes to columns or specific cells. You can set up notifications that are triggered when changes in specific columns meet your conditions.
Here’s an example. Say you are working in a marketing budget tracking sheet and you want to be automatically notified if anyone on your team spends more than $2000 on an event.
Rather than being notified of any change in spending, you can set up a notification so that when any event exceeds $2000 in the Actuals column, you’re alerted. Unless the program type is an event and the actuals value is over $2000, you won’t be bothered with a notification.
And you can still create automatic notifications to let you know when any changes are made to a column, including changes to attachments or comments.
When you set up your notifications, you will now have the option to name your notification rules when you set them up. A couple examples of this are, “Notify my team about changes to assigned tasks” or “Notify me when priority changes to high.”
You’ll also be able to customize the notification emails you and your team receive. You can customize the subject line, provide text to be included in the body of the email, and select columns to be included in the email (like when you send a row or an update request).
Want to learn more about how our new notifications can work for you? Register here for our free live webinar on Tuesday, March 28, 2017 at 10 a.m. PDT (Seattle/US). You’ll learn how to set up notifications with conditions to automatically receive more specific, actionable alerts in your inbox.
Ready to start making your notifications smarter? Set them up on your sheets today by clicking on the Alerts tab at the bottom of any sheet, or visit our support center to read the help article to help you get going.