How to reduce Smartsheet workflow notifications by adjusting Run frequency without changing triggers

Outline (brief)

• Hook: Notifications can derail focus. Shauna wants fewer alerts without changing what triggers them.

• The core idea: Adjust the Run workflow frequency to cut noise while keeping triggers intact.

• How to do it: Step-by-step walk-through in Smartsheet, plus a quick note on testing.

• Why it works: You control how often notices are generated, independent of what starts a workflow.

• Why not the other options: A quick look at why the alternatives don’t solve the problem as cleanly.

• Practical tips: Small tweaks for meaningful, time-saving notifications.

• Real-world vibe: A friendly analogy to everyday routines.

• Takeaway: Frequency adjustments are simple, effective, and non-disruptive.

Smartsheet: fewer notifications, same triggers

Let’s picture Shauna staring at her inbox—again. She’s got a workflow in Smartsheet that fires off notifications whenever a task changes. The triggers are solid, the process is reliable, but the emails flood in. The goal? Keep the triggers as they are, but reduce how often those notifications actually go out. The answer is surprisingly practical: change the frequency by editing the Run workflow setting.

Let me explain why this approach works. In Smartsheet automation, the workflow’s trigger is the event that starts things off. But the system doesn’t have to blast out a notification every single time something happens. By tweaking how often the workflow runs, you can batch updates, slow down the cadence, and still catch the important moves. In other words, you keep the “when” that starts the action unchanged, but you adjust the “how often” that leads to a notification. That small shift can cut noise without dulling awareness.

How to adjust Run workflow frequency (step by step)

Here’s a practical path you can follow, even if you’re new to Smartsheet’s automation settings.

• Open the automation hub

• Sign in to Smartsheet, head to the sheet or workspace where the workflow lives, and locate Automation. If you’re not sure where to find it, look for the little gear or the word “Automation” in the top menu. It’s your control center for rules, reminders, and notifications.

• Locate the right workflow

• In Manage Workflows (or the Automation rules list), find the workflow that’s generating the notifications you want to trim. You’ll see a list of rules with titles like “Notify when Task is updated” or similar. Click the rule to edit it.

• Find Run settings

• Inside the workflow editor, look for the Run settings. This is where Smartsheet talks about how and when the workflow checks for activity to act on. The key piece here is the frequency—how often the automation checks for activity and triggers a notification.

• Change the frequency

• Adjust the Run frequency to a longer interval or a less frequent schedule. For example, you might switch from “Run every hour” to “Run every 4 hours” or choose a daily cadence. The exact wording can vary, but the idea is clear: you’re reducing how often the workflow processes activity and dispatches notices.

• Save and test

• Save your changes. If possible, run a quick test or review a recent notification log to confirm the new cadence feels right. It’s a good way to ensure you still capture the essential updates without the extra chatter.

Why this approach is effective

• It keeps the triggers intact

• You’re not changing what starts the flow. Shauna still reacts to the same events—changes, completions, or updates—but you’re changing the clock that governs delivery. The core workflow remains faithful to its purpose; you’re simply moderating its tempo.

• It reduces notification fatigue

• Fewer runs mean fewer emails, alerts, or pop-ups. Your team can focus on real priorities instead of wading through a flood of messages. It’s a small adjustment with a big impact on daily workflow.

• It’s low-risk

• You’re not deleting rules or reconfiguring who gets stapled into each message. You’re tweaking a setting and can revert it if needed. The change is reversible and non-disruptive.

Why not the other options? A quick comparison

• B. Restrict notifications to only high-priority tasks

• That sounds helpful, but it doesn’t address how often notices are sent. You still might have a regular stream of alerts from other tasks, just fewer of them being flagged as “high priority.” It’s a narrowing of recipients or content, not a reduction in total volume.

• C. Change the notification recipients

• Shifting who receives notices changes audience, not frequency. You might end up with someone else getting alerts, but the same number of sends could still occur. If the goal is to calm the inbox, this won’t fully solve the noise problem.

• D. Delete the old workflow and create a new one

• Talk about headwork. Rebuilding can be time-consuming and risks losing nuances of the original setup. It also doesn’t guarantee a cleaner outcome. Sometimes a fresh start seems tempting, but in practice, adjusting frequency is quicker, safer, and more precise.

Small gotchas and friendly reminders

• Test with care

• After you adjust frequency, give it a little time and check how the notifications land. If you notice you’ve gone too far in the quiet direction, you can fine-tune the interval. It’s a balancing act between timely updates and noise reduction.

• Think in terms of teams and workflows

• Different teams might have different tolerance for alerts. If you’re managing several workflows, you could apply the same principle selectively. For high-stakes projects, you might keep a tighter cadence; for routine tasks, a looser one.

• Use descriptive labels

• When you name workflows clearly (for example, “Weekly status updates: Marketing Campaign” vs “Automated reminders: Content backlog”), you’ll know at a glance which cadence is in play. Clear naming helps under pressure and makes future tweaks smoother.

A practical analogy

Imagine you’re running a small coffee shop. Your espresso machine (the trigger) winks at you whenever a new order arrives. But you don’t need a bell every second for every drink. If you adjust the kitchen timer (the Run setting) to batch shots in set intervals, you still handle orders on time, but the noise from the buzzer drops. The customers stay informed—through the right channels at the right moments—and you avoid the constant buzz that steals focus. In Smartsheet terms, you keep the trigger, you tune the cadence, and you keep the operation humming.

What to keep in mind as you move forward

• Clarity beats chaos

• When you reduce notification frequency, your team isn’t left guessing. They still know what changed, but with less distraction. The goal is quieter, not silent.

• Documentation helps

• A short note about why you adjusted the Run cadence can help teammates understand the change later. It’s not about secrecy; it’s about shared understanding of how your automation behaves.

• The art of gradual tweaks

• Start with a modest adjustment, then observe. If needed, you can tighten or loosen the cadence in small steps. This avoids overshooting and keeps the workflow predictable.

Real-world flavor: why this matters beyond the screen

In many workplaces, the rhythm of notifications can set the pace of the day. If alerts arrive like clockwork every hour, people sprint between tasks to respond. If the cadence is more relaxed but still reliable, teams can plan, collaborate, and deliver with fewer interruptions. The principle here is simple: when the talking points arrive at a steady, meaningful rate, everyone can stay in the zone and do their best work.

Wrapping it up

When Shauna wants fewer notifications without changing what triggers them, the clean, practical move is to adjust the Run workflow frequency. It’s a small tweak with a meaningful payoff—less inbox clutter, preserved trigger logic, and a workflow that behaves in a way that better fits real life work tempo. And if you ever second-guess the change, remember: you can always revisit the cadence, test again, and dial in the balance that keeps the team informed without overwhelming them.

If you’re wrestling with similar notification noise in Smartsheet, this approach is worth a try. It’s one of those pragmatic adjustments that proves the simplest tweaks often yield the biggest returns. Give it a shot, monitor the impact, and adjust as you go. You’ll likely find a cadence that keeps everyone in the loop while letting the important work take center stage.

Takeaway: The key to quieter alerts is frequency, not fearsome overhauls. Change the Run workflow setting, and you’ll maintain the integrity of your triggers while delivering smarter, calmer communication.