Smartsheet Automation helps you streamline workflows by automating repetitive tasks and sending notifications.

Automate the boring bits so the work actually gets done

Let me ask you something: what would you do with the time you spend pinging teammates about tiny updates? If you’re like most teams, a chunk of your day disappears into reminders, status checks, and chasing late tasks. Smartsheet’s Automation feature is built exactly for that kind of thing—to take the repetitive stuff off your plate and move work along without you babysitting it.

What Automation in Smartsheet actually enables

Here’s the core idea in plain language: Automation lets you set up triggers and actions. When something happens (a trigger), Smartsheet can respond automatically (an action). The result is fewer manual steps, fewer missed updates, and a smoother flow from task to task.

• Repetitive tasks become a thing of the past. Instead of manually sending reminders every week, you schedule a reminder once and let it run.

• Notifications go where they need to go, when they need to go there. Stakeholders get alerted about changes to a task, a due date, or a status update without someone having to type a message.

• You can steer the workflow without extra tools. The automation rules can move data, refresh fields, or update statuses to reflect the latest reality.

Think of Automation as a simple, reliable assistant that watches for triggers and then takes a pre-approved action. It’s not about fancy gimmicks; it’s about steady, predictable progress.

Why this matters in real life (yes, this is the part where you nod)

In project work, tiny delays compound. A missed deadline can ripple through a timeline, affect dependencies, and stress teammates. Automation helps by:

• Cutting down human error. When a trigger is set (like a date arriving or a task changing status), the system acts the same way every time.

• Keeping everyone in the loop. No more “I didn’t see that update” excuses; the right people get the right information at the right moment.

• Freeing mental bandwidth. Teams can focus on solving problems, not chasing updates. It’s less drama, more doing.

A quick mental model: think triggers and actions

If this then that. That’s the simplest way to picture it.

• Trigger: a condition you define. It could be a date, a status change, a cell value, or a form submission.

• Action: what Smartsheet should do when the trigger fires. It might send an alert, update another cell, request approval, or notify someone on a channel you use.

Here are a few everyday flavors you’ll see in action:

• Deadline reminders: a push is sent a day before a due date, so nothing slips through the cracks.

• Status-change alerts: when a task moves from “In Progress” to “Blocked,” the right eyes get alerted.

• Approval workflows: a manager gets a ping to sign off before a task can advance.

• Recurring tasks: a weekly or monthly task fires off automatically without you setting it up again.

How it looks in actual use

If you’re already using Smartsheet to track tasks, you’ve probably got the raw material you need to build simple automations. You don’t have to be a coder to set up something useful. The interface guides you through a clean, almost familiar flow: pick a trigger, choose an action, test it, then switch it on.

A practical example to visualize: your product team has a monthly release checklist. As soon as a release item hits “Ready for QA,” the automation kicks in and sends a reminder to QA engineers, posts a note in the project channel, and updates a separate sheet with the latest status. All of that happens behind the scenes, so teammates aren’t left guessing what’s next.

Where automation meets other Smartsheet features

Automation isn’t a lone wolf. It plays nicely with other capabilities, which is where the real magic happens.

• Cross-sheet automation: you can trigger actions in one sheet based on data in another. That’s handy when you have a master plan sheet and separate task sheets feeding into it.

• Alerts and reminders: built-in notification options mean you don’t need to chase people with emails or messages every week.

• Forms and approvals: when someone submits a form or a task hits a milestone, you can route approvals and keep timelines honest.

• Data integrity: automations can update cells so that dashboards reflect the latest reality without manual re-entry.

It’s easy to confuse automation with data syncing to outside tools. Data sync is powerful, but its purpose isn’t the same as automation. Syncing connects Smartsheet with other software, while automation focuses on making your day-to-day workflow smoother inside Smartsheet—though of course you can extend automation so that external updates trigger internal actions too.

Designing good automations: practical dos and don’ts

If you’re just starting out, a couple of guardrails help you avoid a tangle of rules that don’t serve anyone.

• Start small. One or two clean automations that clearly improve the day-to-day are worth more than a dozen half-baked rules.

• Name things clearly. Descriptive names save headaches later when you revisit or share the automation with teammates.

• Test, then monitor. Run a few tests with fake data to confirm behavior, then keep an eye on the automation log so you know it’s doing what you expect.

• Keep it human-friendly. Avoid overly complex triggers that require too many moving parts. Simple, reliable works better than clever but brittle.

• Document why it exists. A quick note about the business reason for the automation makes it easier for others to maintain.

Common automation patterns you’ll likely use

• Deadlines and reminders: simple, reliable, and incredibly helpful for keeping momentum.

• Status-driven updates: when a task flips to a new status, the system broadcasts to the right people.

• Approval workflows: keep the governance tidy without slowing teams down.

• Data-driven alerts: if a key metric slides, you get a nudge to investigate.

A quick example from a small team

Picture a marketing squad that runs monthly campaigns. They track tasks in Smartsheet, with a column for “Approval” and another for “Due Date.” They set up an automation that says: if the Due Date is in 3 days and the Status isn’t “Approved,” send an alert to the project lead. If the lead marks it as “Approved,” Smartsheet notifies the whole team and updates a dashboard to reflect the new campaign phase. Suddenly, the team feels less like they’re sprinting and more like they’re marching with precision.

The human touch: when to pause the automation

Automation is powerful, but not every moment calls for an automatic nudge. There are times when a quick check-in or a human decision is the best move. If a trigger could cause sensitive information to circulate or if it risks creating notification fatigue, it’s worth pausing or rethinking the rule. The beauty of automation is that you control the pace—you’re deciding where it should lead the team rather than watching chaos unfold.

A few practical tips to get the most out of it

• Use templates as a starting point. Smartsheet often ships with ready-made automation templates you can adapt. They’re a fast path to something that already works well in many setups.

• Keep dashboards in sync. When your automations feed data into dashboards, you’ll spot bottlenecks without sifting through sheets.

• Review periodically. As teams evolve, what mattered six months ago might need a tweak or two. A quick quarterly check keeps things fresh and useful.

In short: what to remember about Smartsheet Automation

The big takeaway is simple and empowering: automation is your ally for handling repetitive tasks and keeping the right people informed. It’s not about flashy moves or clever tricks; it’s about steady efficiency and clear communication that travels with your data from one step to the next.

If you’re curious to explore, look for the Automation Center in Smartsheet. Start with a straightforward rule—maybe a reminder before a near-term deadline or a notification when a task shifts to a new phase. You’ll likely be surprised how quickly it becomes a natural part of your workflow, almost like a quiet coworker who takes care of the routine so you can tackle the creative stuff.

A final nudge: give automation a friendly test drive

The moment you try a simple rule, you’ll notice the pace of your project improve. Not because you added more work for yourself, but because you removed the friction that slows everyone down. Next time you’re mapping out a project, ask yourself where a routine nudge or a timely update would save a step. If you can answer with a confident yes, you’re likely staring at a smart automation that’s ready to work for you.

So, what’s your first automation going to be? A reminder before a key date? A status alert that keeps the whole team in sync? The beauty is that you don’t have to guess. Start with something small, test it, and then let it do the heavy lifting while you focus on the things that really matter.