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Accelerate Your Business With Automated Actions
and Approval Workflows
David Lotz
Manager, Commercial Sales
Engineering
#SmartsheetENGAGE
Certain information set forth in this presentation may be “forward-looking information.” Except for statements of historical fact, information contained herein may
constitute forward-looking statements. Forward-looking statements are not guarantees of future performance and undue reliance should not be placed on them. Such
forward-looking statements necessarily involve known and unknown risks and uncertainties, many of which are and will be described in Smartsheet’s filings with the US
Securities and Exchange Commission, and these risks and uncertainties may cause actual performance and financial results in future periods to differ materially from any
projections of future performance or results expressed or implied by such forward-looking statements. Although forward-looking statements contained herein are based
upon what Smartsheet management believes are reasonable assumptions, there can be no assurance that forward-looking statements will prove to be accurate, as actual
results and future events could differ materially from those anticipated in such statements. Smartsheet undertakes no obligation to update forward-looking statements
except as required by law.
Smartsheet is a registered trademark of Smartsheet Inc. The names and logos of actual companies and products used in this presentation are the trademarks of their
respective owners and no endorsement or affiliation is implied by their use.
Accelerate
with
Automated
Actions
Streamline Application Process
Transform IT with Automation
Enable Others through Automation
Automate Your Business
1
2
3
4
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
• 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
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
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”
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”
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
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