3 More Quick Smartsheet Tips to Boost Efficiency

Reported by: Shahirah Abdul Aziz

Smartsheet’s automation features are designed to eliminate repetitive manual work, so you and your team can focus on what really matters. Here are three simple automations you can set up to save hours and keep projects moving smoothly.

1. Auto-Assign Tasks

Stop manually tagging teammates whenever new work is added. With automation, tasks can be assigned instantly to the right person.
For example:

• Budgeting tasks → assigned to the finance lead
• Development stage tasks → assigned to the project team

To set this up:

1. Go to Automations > +Create from scratch
2. Choose your Trigger (e.g., when a row is added)
3. Add Conditions to define who should get which type of task
4. Set the Action to Assign people

This ensures that responsibilities are clear and no task falls through the cracks.

2. Get Notifications That Matter

Notifications are useful—but too many can create noise. Instead of being notified about everything, configure Smartsheet to only send alerts when it truly matters.
For example, set up notifications for when a task becomes overdue:

1. Use the End Date and set it to if end it in the past as the Trigger
2. Add a Condition: if the task is not marked complete
3. Choose the Action: Alert Someone about the overdue task

This way, your inbox stays clean while you’re always informed of critical updates.

​3. Automate Approvals

Approvals don’t have to be a bottleneck. Smartsheet makes it easy to request approvals automatically and keep work moving forward.
To create an approval workflow:

1. Select the Trigger (e.g., when status changes to “Ready for Review”)
2. Add any necessary Conditions
3. Choose the Action: Request an Approval
4. Define what happens if the request is approved (e.g., move to next stage) or declined (e.g., return for rework)

With this automation, approvals happen faster and without the need for manual follow-ups.

​Ready to Work Smarter?

By automating task assignments, notifications, and approvals, you can save time, reduce busywork, and keep projects on track.
💡 Want to see these automations in action? Watch the full video on our channel for a step-by-step walkthrough.

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