Use a request for update to track progress while keeping reminders flowing in Smartsheet.

Keeping updates on track in Smartsheet: the power of a smart request

Let’s face it: projects hum along when updates land on your desk just as expected. But emails wander, reminders slip through the cracks, and you’re left with a maze of notes, screenshots, and who-knows-what in a dozen places. If you’re using Smartsheet to manage tasks, you want a method that captures updates cleanly in your sheet while still nudging people to respond. The simple answer? Use a request for update.

What makes a request for update special?

Here’s the thing: a request for update is designed to do two jobs at once. It prompts the right people to add the information you need, and it feeds those updates directly into your Smartsheet workspace. It’s like sending a form that automatically lands where it should—without forcing you to chase down several email threads or copy-paste notes into the sheet.

And yes, you can set reminders with it. If someone hasn’t answered within a chosen window, the system can nudge them again. That combination—structured input plus built-in reminders—keeps your sheet current and your team accountable, without turning updates into a full-time job for the project manager.

Why not the other options? Let’s break down the alternatives and why they don’t hit the mark as cleanly.

A quick tour of the four choices

• A) Use a request for update

This is the kingpin move. It targets specific people, defines exactly which fields should be filled in, and pushes the new data straight into the sheet. It creates a traceable record of who reported what and when, which helps everyone stay on the same page.

• B) Send an email reminder

An email can be a gentle nudge, sure. But it’s not tied to the sheet in a structured way. Updates don’t automatically populate the task, so you end up manually chasing or duplicating work to update the sheet. It’s a nice touch, not a complete workflow.

• C) Flag tasks manually

Flagging can flag, but it’s a manual process with a lot of room for human error. It doesn’t automate reminders, and it doesn’t capture the actual updates in Smartsheet itself. You’re a step removed from the data, which means more time spent reconciling information.

• D) Create action items

Action items help organize work, but they’re a planning layer, not a live update mechanism. They may point to what needs to be done, but they don’t guarantee updates land in the same place or that reminders push people to respond.

So, the winner is clear: the request for update isn’t just a nudge; it’s a data-conduit. It preserves a living record of progress while keeping everyone alerted when something needs attention.

How a request for update actually works in Smartsheet

Imagine you’re steering a project with a dozen tasks. Some are owned by team members in different departments. You want status, blockers, and next steps entered into the sheet, preferably with a timestamp. Here’s how a well-implemented request for update helps:

• Targeted prompts

You pick who needs to respond. It could be a single owner or several collaborators who must supply updated values for specific fields. The form is focused, so people aren’t guessing what information you want.

• Field-focused input

You define which cells or fields the user should update. That keeps responses consistent across tasks and makes reporting easier. For example, you can require “Status,” “percent complete,” and “risks” to be filled in.

• Automatic logging

When the update is submitted, Smartsheet stores the new values in the sheet. There’s a clear trace of who provided the update and when, so you don’t have to sift through emails to reconstruct progress.

• Built-in reminders

You can configure reminders to fire if a response hasn’t come in by a target date. These reminders can be set to loop at intervals, which means you won’t have to babysit the process. The system does the nudging, and people rise to the occasion.

• Optional attachments and notes

If you need a screenshot, a file, or a brief note explaining a change, you can configure the request to capture those as well. Everything relevant lives in the same place, which speeds up reviews and reduces back-and-forth.

A practical setup, step by step (without getting lost in the weeds)

If you want a quick-start path, here’s a straightforward way to implement a reliable update flow:

1. Identify key sheets and fields

Choose the sheets where updates matter most. Decide which columns must be updated via the request (for example, Status, Due Date, % Complete, Blockers).

2. Create a standard Update Request template

Set up a single update request that mentions the task name, a due date, and the required fields. Keep the wording simple so teammates know exactly what to fill in.

3. Attach it to automations for visibility

Build a Smartsheet automation rule like: “When a row is moved to In Progress or due date approaches, send Update Request to [Owner].” This ties the request to real-life triggers and keeps updates aligned with the workflow.

4. Configure reminders thoughtfully

Add follow-up reminders at sensible intervals (for example, 2 days after the initial request, then every 3 days). You want to be helpful, not naggy.

5. Review and adjust

After a couple of cycles, check which fields are consistently filled, who responds reliably, and where bottlenecks show up. Tweak the fields, the recipients, and the reminder cadence as needed.

A few tips to keep the system effective

• Keep update requests concise

People are busy. Ask for only what you truly need to keep momentum. If you pack too many fields into one request, you’ll get incomplete responses.

• Use conditional fields

If your project has phases or branches, set up fields that only show when relevant. That reduces clutter and keeps responses focused.

• Test with a pilot group

Before you roll out broadly, try Update Requests with a small team. It’s easier to spot wrinkles, like fields that aren’t clear or recipients who don’t understand what’s being asked.

• Tie updates to dashboards

If you’re using Smartsheet dashboards, mirror the updated data so stakeholders see current status at a glance. A well-timed update lands in both the sheet and the visualization.

• Communicate expectations

Make sure your team knows why you’re using Update Requests and what qualifies as a complete update. A little clarity goes a long way toward smoother adoption.

Real-world analogies that help it click

Think of an Update Request like a polite form you send inside a shared notebook. You’re not begging for notes; you’re inviting a succinct, consistent entry that anyone else can read at a glance. It’s a little like a transparent status report that’s embedded in the live work itself, not tucked away in a separate email thread. And because it’s anchored to the sheet, it’s always discoverable when you need it—no hunting through old messages or file folders.

Common questions you might have

• Can Update Requests go to multiple people at once?

Yes. You can include several recipients, all of whom can fill in their respective fields. It’s efficient when different owners must confirm different parts of a task.

• Can responders attach files?

Absolutely. If you need supporting documents, you can configure the request to collect attachments. That keeps context right where it belongs.

• Can I see who has responded?

Yes. Smartsheet tracks responses linked to the Update Request, so you can review who has provided updates and who hasn’t—at a glance.

• What happens if someone misses a reminder?

Reminders can be set to repeat on a schedule. If a response still isn’t received, you can adjust the cadence or escalate to the responsible manager. The system is designed to keep the flow going, not to punish delays.

Balancing automation with human touch

A well-tuned Update Request flow feels almost invisible—like a helpful teammate that quietly keeps everyone on track. You get the crisp data you need and a reminder system that does the follow-up for you. But it’s still important to humanize the process. If someone is consistently late with updates, a quick check-in chat or a short one-on-one can clear up misunderstandings or workload conflicts.

The bottom line: one move, multiple benefits

If you’re aiming to keep updates captured in Smartsheet while still maintaining reliable reminders, the request for update is the move that covers both needs. It’s efficient, it’s auditable, and it reduces the friction that often comes with status gathering. It’s not just about getting a reply; it’s about getting the right information in the right place, right when you need it.

A final thought worth remembering

Projects aren’t static. They bend with changes, dependencies shift, and people get pulled in different directions. A disciplined Update Request workflow isn’t a rigid rule; it’s a flexible scaffold. You can adjust fields, recipients, and reminder cadences as your project matures. The goal is a steady pulse of updates that keeps the team aligned without turning updates into a chore.

If you haven’t tried it yet, give Update Requests a spin. Start small—perhaps with a single critical task or a milestone you care about—and watch how the sheet starts to feel like a living, breathing record of progress. You’ll likely find that this approach not only saves you time but also reduces the chaos that can creep into collaboration. And isn’t that what good teamwork is all about—getting the right information to the right people, precisely when it’s needed?