Accelerate Your Business With Automated Actions

and Approval Workflows

David Lotz

Manager, Commercial Sales

Engineering

#SmartsheetENGAGE

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Revolutionize your Business

Accelerate

with

Automated

Actions

Streamline Application Process

Transform IT with Automation

Enable Others through Automation

Automate Your Business

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Designation ApplicationsSpeeding up the approval management process

Tiffany Gowen

• Motorcycle Mom with an 8 month old daughter

• I have been with the American College of Radiology

for 10 years

• I work in process improvement for the Quality and

Safety Department

• Smartsheet Certified since 2017 (2016)

• Specialize in healthcare; administration masters

October; legal studies Bachelor

Project Specialist

Scenario

How do we reduce the application

process lag for organizations who are

waiting for their Designation to be

granted?

Inefficient Process

• Data Loss

• Corrective Actions

• Hand off challenges

Cross-Team Approval Challenge

• 11 Managers + Doctors

• Multiple internal units

Managed in legacy software

• E-mail

• 1 spreadsheet

Steps taken…

Process 1:

• Designation application was

built into a Smartsheet Form

• Staff notified automatically

when the application was ready

for review

Process 2:

• CC authorization was built as a

Smartsheet Form

• Automated notifications notified

staff when a credit card was

received

Process 3:

• Internal invoice requests made

through a Smartsheet Form.

• Update requests manage back

and forth of corrective

application information

Outcomes

Results:

• Removed data entry in our process

• Real-time hand off to next owner in the process

• Parallel process of applications by multiple people

• Reduction in lost application by shifting away from e-mail

Lessons:

• Everything is trackable

• Just start. You will see more innovation as you go

Designation ApplicationsSpeeding up the approval management process

IT Portfolio ManagementSmall changes, Big impact:

How automation transformed an IT department.

Kerry NicolletManager of IT Portfolio and Project Management

• Mother of 2 who is passionate about helping others.

• Engaged in the community, soccer coach

• Proud alumni and employee of Adelphi University

• With the university for 11+ years

• Green champion

• Higher education & IT professional

• Smartsheet Certified since 2017

Limited ITPPM Footprint

• 1.5 FTE

• 1 student employee

Limited Engagement

• Lack of process transparency

• Manual Sign-offs

• Static reporting

Maintain Performance

• Industry Execution Expectations

Scenario

How can we accommodate an

increase in resource demands and

improve customer experience in the

process?

Steps Taken…

• Identified a flexible tool (Smartsheet) that will assist with automation

and better reporting.

• Execute best practices in data standardization and categorization.

• Build in electronic approvals and notifications to ensure transparency

for all vested parties.

• Create dashboards (executive-level through team level) highlighting key performance metrics.

• Schedule automated update requests and reminders to assist ITPPM operations.

“If you build it, they will come.”

Examples

Key Performance Indicators Data Visualization

On Demand

Setting the standard for unit tracking and reporting.

Standardize

Intake

Outcomes

Results

• Replaced 60 hours of “manual report building”

with real-time reporting.

• Not only maintained, but increased on-time

project delivery by 14%.

• Consistently beat industry delivery standards by

over 10 percent points or more for 3 years.

Lessons

• Build in a quality assurance processes to

ensure the automation executes as intended.

• Lock columns in areas which should remain off-limits to

collaborators.

• Utilize your support; Smartsheet Community

• Formulas are your friends!

• “If it ain’t broke, fix it!”: Revisit working processes to

ensure best practices.

Our “aha” moments

IT Portfolio ManagementSmall changes, Big impact:

How automation transformed an IT department.

Campus-Wide VoIP DeploymentCollaborating together to migrate into a digital world

Ron Burt

• Mexico City

• Six kids

• 24 years – U.C. Davis

• Drafting/3D animation

• Analytical Support Team

• Smartsheet Certified since 2017

Supervisor, Analytical Support Team

Scenario

How do we migrate our campus from

analogue to digital with minimal

impact their day to day?

New technology = New information

• Voice to data jack

• Phone # to user info

• E-911 concerns

Collaborate with 450+ people

• 432 ATR’s

• 4 internal units

Extract from existing & populate new

systems

• Pinnacle

• SL100

• Call manager

Steps Taken…

• Leverage the Smartsheet API to extract data from our internal system and Active Directory into our

“Master Station Review” sheet.

• Train stakeholders on process, roles and activate automation to support managing their individual

parts.

• Leverage update requests capture Last Minute Missing Information.

• Developed individual dashboards for each of our stakeholders (ATR, CSR, Technicians).

• Summarized project progress into dashboards for management.

Baby steps… to big achievements.

Examples

Capture Missing Information

Directly

Custom Dashboards For Each

Stakeholder

Building bridges across systems, customers and data

Centralize Multiple Data

Sources

Outcomes

Results

• Minimized impact on stakeholder’s daily activities

during migration.

• Maximized adoption by customizing and

simplifying content.

• Reduce risk and maintain data integrity by

leveraging integrations.

Lessons

• Use Control Center to manage repeatable solutions or

processes at scale.

• Leverage formulas to reduce workload on

administrators and stakeholders.

• Keep data access and dashboards simple to avoid data

overload

“Make an impact, continue to refine”

Campus-Wide VoIP DeploymentCollaborating together to migrate into a digital world

Accelerate your Business

With Automated Actions

Smartsheet Automation

• Send a Notification

• Send a Reminder

• Update Requests

• Approval Requests

• Recurring Report Delivery

• Lock a Row

• Chat Platform Integrations

• Formulas

• Unlock a row

• Date-based triggers

• Message placeholders

• Visual workflow

Yesterday Today

Alerts & Actions

Unlock Row

• Allow users to collaborate after

something changes

• System managed access inside of

rows.

• Use Cases:

– Stage Gate Access

– Vendor Engagement

– Collaboration Windows

“It is locked down, until…”

Date-Based Triggers

• Trigger on a specific day

• Reference a date column for date to

initiate a workflow

• Use Cases:

– Project Kick Offs

– Product Launches

– Special Events

– Recurring Weekly Activities

“That needs to start on a certain day”

Message Placeholders“We need to provide additional context.”

• Add additional context to messages

by referencing values in your sheet.

• Use Cases:

– Personalized messages with

recipients name

– “Drive by” reporting

– Invoice / Order outreach

Visual Workflow

• Redesign UI

• Simplify designing complex workflows

• String workflows together

• Use Cases:

– Complex Conditional Rules

– Multi-Step Approval Process

– Decision Tree Process

“Make it easier to build automation”

Why?

Consider:

• Administrative process

• Regularly performed actions

Activity:

Activity:

Activity:

Activity:

Revolutionize your Business

Q&A

Don’t forget to:

• Share your feedback in our survey in the ENGAGE app

• Stop by the Smartsheet Automations & Integrations booth on the first floor

• Visit the Innovation Center for hands-on learning, support, services, swag, and more