Can you automate workflow processes in Smartsheet using the Automation feature?

Automation in Smartsheet: Your Sheet’s Quiet Superpower

Ever wished your project sheet could handle the boring, repetitive parts while you focus on the important stuff? You’re not imagining things. Smartsheet has a built-in Automation feature that lets you set up work actions to run on their own. Yes, you can automate workflow processes in Smartsheet, right there in the app. No need to wrangle a bunch of extra tools or scripts. Just a few clicks, and your sheet starts doing some of the heavy lifting.

Let me explain what automation really is in Smartsheet. Think of it as a simple, friendly way to link triggers, conditions, and actions. A trigger is what sets things in motion—like “When a row is updated” or “When a date arrives.” A condition is a filter that says “only if this is true.” And an action is what happens next—send a notification, assign a task, or move a row to another sheet. It’s not magic, but it sure feels like it when you watch less hand-holding and more happening.

What automation looks like in practice

To give you a real sense of it, here are a few everyday examples you’ll see in teams like yours:

• Notify the team when a status field changes. Imagine your product road map where a change from “In Review” to “Approved” triggers an automatic email to stakeholders. No one has to chase updates—everyone stays informed.

• Assign tasks automatically. When a row hits a certain status (say, “Ready for Kickoff”), Smartsheet can assign the next owner based on your rules. This keeps work moving without someone manually flipping switches.

• Move rows between sheets on due dates. When a due date passes, a row can be shifted to a risk or overdue sheet so the right people notice sooner.

• Request approvals with a single click. If a budget line item needs sign-off, you can set up an approval request that goes to the right approver, and you’ll get a notification when it’s done.

All of this happens inside Smartsheet, using built-in automation rules. You don’t need to rely on external apps (though you can connect those if you want). The point is: automation is a core, native feature that helps teams stay aligned and keep momentum.

A quick tour of how to set it up

You don’t need a tech team to start. Smartsheet’s Automation is designed to be approachable, almost like setting a rule in a spreadsheet, but a lot smarter. Here’s the flavor of steps you’d typically follow:

• Open the Automation center. You’ll see a gallery of ready-made templates and a path to create your own.

• Pick a trigger. Examples include “When a row is added,” “When a cell changes,” or “When a date arrives.”

• Add a condition. This is where you specify the “if” part, like “only if status equals ‘In Review’.”

• Choose an action. Options range from sending alerts to requesting approvals, or updating fields, or moving rows.

• Decide who gets the message or task. You can specify people by role, name, or the sheet’s collaborators.

• Test and enable. A quick test saves you from sending a bunch of test notifications to the wrong folks.

You’ll notice Smartsheet also offers templates for common scenarios. If you’re new to automation, templates are a gentle nudge to get you started without reinventing the wheel each time. And if you’re a power user, you can string multiple triggers and actions together to build more complex workflows.

Why automation matters, in plain language

Most teams go for automation not because it’s fancy, but because it makes work more predictable and less error-prone. Here’s what that translates to in everyday terms:

• Consistency. The same rules apply no matter who touches the sheet. That means fewer “oops” moments and more reliable outputs.

• Time savings. Automation handles the repetitive tasks so you can spend your energy on the things that actually require a human touch—strategy, creativity, critical thinking.

• Faster response. When updates trigger notifications or approvals, the next step happens sooner. Deadlines stop feeling like moving targets.

• Clear accountability. Because assignments and alerts are automatic, there’s less confusion about who should do what and when.

Now, you might wonder, “Can I do all this with third-party apps?” The short answer is no—Smartsheet’s Automation is built into the platform itself. It’s not a requirement to go external to get the benefits. That said, Smartsheet can connect to other tools if your workflow needs a broader ecosystem. But for core automation tasks—notifications, approvals, date-driven actions, and row movements—the built-in feature is typically enough and often simpler.

Myth-busting corner: common misconceptions

• Myth: Automation only works through third-party apps. Reality: Smartsheet’s Automation is a native feature. It’s designed to handle many common workflow needs right inside your sheet.

• Myth: Automation replaces human judgment completely. Reality: Automation handles routine steps, not strategic decisions. You still decide when to intervene and how to adjust rules as projects evolve.

• Myth: Automation is hard to set up. Reality: Start small. Even a single trigger with a single action can save precious minutes each week. Templates exist, and you can scale up as you grow more confident.

• Myth: Automation is only for big teams. Reality: Automation helps teams of any size. The payoff is real whether you’re managing a handful of tasks or a multi-department program.

Tips to get the most out of Smartsheet Automation

• Start tiny, scale thoughtfully. A single trigger-action rule is a great first step. Once that runs smoothly, add a second, then a third.

• Use templates as jump starts. They’re there for a reason—save time and reduce friction.

• Map your processes before you automate. Sketch the steps, who’s involved, and what the trigger looks like. A quick map keeps you from creating fragile automations.

• Test, test, test. Run the automation in a safe environment or with a limited data set to confirm it behaves as expected.

• Name rules clearly. A good, descriptive rule name makes it easier to maintain later—especially when you have several automations in a single sheet.

• Build in fallbacks. What happens if a notification bounces or a person is out of the loop? A little redundancy goes a long way.

• Keep an audit trail. If something goes off track, you’ll thank yourself for an easy history of what happened and when.

Real-world vibes: teams that benefit from Smartsheet Automation

• Project managers who juggle multiple workstreams appreciate the automatic nudges and status shifts. It keeps stakeholders informed without constant handholding.

• Operations folks rely on reminders and approvals to keep processes moving, from onboarding checklists to incident responses.

• Marketing and product teams use automated alerts to coordinate reviews, sign-offs, and launch tasks, so nothing slips through the cracks.

• HR teams automate routine tasks like onboarding checklists and policy acknowledgments, making room for more meaningful new-hire experiences.

Balancing rigor with flexibility

Automation is powerful, but it’s not a set-it-and-forget-it deal. You still need to design rules with care and review them periodically. The best configurations strike a balance: they’re strict enough to prevent chaos, yet flexible enough to adapt to changing needs.

If you ever feel unsure, bring in a buddy. Have someone else skim your automation rules. A fresh set of eyes helps you catch edge cases you might have missed—the little things that make a workflow feel seamless instead of stumbling.

A final nudge to explore

If you’re curious about how Smartsheet Automation could fit your team, take a moment to explore the Automation center in your sheet. Look at a few templates, try tweaking a rule, and watch how the sheet responds. You might find that your next project runs smoother than you expected, with less back-and-forth and more momentum.

In short: yes, you can automate workflow processes in Smartsheet using the built-in Automation feature. It’s designed to be accessible, practical, and effective for a wide range of use cases. Triggers, conditions, and actions come together to reduce manual work, keep everyone aligned, and help projects stay on track.

If you’re building a skill set around Smartsheet, getting comfortable with Automation is a smart move. It’s a native capability that often pays for itself in saved time and fewer missed steps. And the best part? You don’t need a firefight to get it up and running. A little curiosity, a dash of planning, and a handful of well-crafted rules can go a long way.

So, next time you open a Smartsheet and see a recurring process, pause for a moment. Consider what a small automation rule could do there. You might be surprised by how much smoother your day becomes—and that, my friend, is exactly the vibe automation brings to modern work.