What is the “Run Now” Feature in Smartsheet?
The functionality “Run Now” (Run Now) is a feature of Smartsheet automations which allows you to test workflows immediately, without waiting for the scheduled trigger. This tool significantly speeds up the process of configuring and debugging automations.
Why is Run Now Important?
Previous Problem
Before Run Now, testing automations was a slow process:
- Configure automation with a temporal trigger
- Wait until the scheduled time
- Check if it worked correctly
- If there was an error, correct it and wait again
This cycle could take hours or days to set up complex automation.
Solution with Run Now
With Run Now you can:
- Instantly test any automation
- See results in seconds
- Identify errors quickly
- Iterate and fix in real time
How to Use Run Now
Step by Step
- Access the spreadsheet with automation
- Go on “Automation” in the top menu
- Select “Manage Workflows”
- Locate the desired automation
- Click on the three dots (…) next to the workflow
- Select “Run Now”
- Confirm execution
What Happens When Executing
- Smartsheet executes all workflow conditions
- Actions are applied to rows that meet the criteria
- Execution history is recorded
- Notifications are sent (if configured)
Run Now Use Cases
1. Testing New Automations
When creating a new automation, use Run Now to validate the logic before activating the actual trigger.
2. Debugging Errors
When an automation doesn’t work as expected, Run Now helps you identify the problem:
- Check which rows were affected
- Confirm that the conditions are correct
- Test configuration variations
3. Manual Execution on Demand
Some automations are useful for occasional manual execution:
- Send bulk reminders
- Update status of multiple lines
- Trigger urgent notifications
4. Team Training
During Smartsheet training, Run Now lets you demonstrate automations in real time.
Limitations and Considerations
Execution Limit
Smartsheet can limit consecutive Run Now runs to prevent excessive usage.
Real Impact
Important: Run Now runs REAL automation. If your automation sends emails or modifies data, these actions will be performed.
Recommendations
- Test first on a copy sheet
- Use test data when possible
- Review notification recipients before testing
- Document the tests performed
Advanced Tips
Execution Logs
After using Run Now, check your run history:
- Access the workflow
- Click “View History”
- Analyze which rows were processed
- Check for errors or alerts
Combination with Conditions
Use specific conditions during testing:
- Create a “Test” column to mark test lines
- Add “Test = Yes” condition during development
- Remove condition when automation is ready
Integration with Other Features
Run Now works with all types of automations:
- Approval workflows
- Alerts and notifications
- Data update automations
- Date-based triggers
- Bridge Integrations
Next Steps
Want to master automations in Smartsheet? TaskIT offers specialized training and consultancy to help your team create efficient automations. Get in touch to find out more.
Run Now: Testing Automations in Smartsheet
Smartsheet’s “Run Now” functionality is an indispensable tool for developers and administrators who need to test and debug automations before launching them in production. Mastering this feature significantly speeds up the process of creating reliable workflows.
What is Run Now?
Run Now is a feature that allows you to manually run an automation without waiting for the trigger to fire naturally. This makes it possible:
- Test workflow logic immediately
- Verify that actions are configured correctly
- Identify errors before they affect real users
- Simulate specific scenarios in a controlled way
When to Use Run Now
Ideal Scenarios
| Situation | Benefit of Run Now |
|---|---|
| New automation created | Validates operation before activating |
| Modification to existing workflow | Confirm that changes work |
| Troubleshooting | Isolates problems in automations |
| Demo for stakeholders | Shows flow in action |
| Team training | Exemplifies expected behavior |
How to Use Run Now
- Access automation you want to test
- Check conditions configured in the trigger
- Prepare test data in the spreadsheet if necessary
- Click the “Run Now” button or “Run Now”
- Watch the execution in real time
- Check the results in affected cells
Types of Testable Automations
1. Time-Based Automations
For temporal triggers:
- Daily, weekly or monthly automations
- Scheduled reminders
- Scheduled Reports
2. Change-Based Automations
For data change triggers:
- When a cell is modified
- When new line is added
- When field reaches specific value
3. Approval Automations
For approval workflows:
- Approval requests
- Update requests
- Conditional notifications
Testing Best Practices
- Use test environment: Create a copy of the spreadsheet for testing
- Document scenarios: List all cases that should work
- Test limit cases: Check behavior with extreme data
- Validate notifications: Confirm that emails arrive correctly
- Test with different users: Check permissions
Interpreting Results
Successful Execution
- Green indicator shows success
- Actions were performed as expected
- Execution log available for review
Execution with Error
- Red indicator signals problem
- Error message indicates cause
- Review configuration of the failed action
Skipped Execution
- Trigger conditions were not met
- No data matches filters
- Adjust test data or conditions
Common Troubleshooting
| Problem | Solution |
|---|---|
| Automation does not run | Check if it is active and conditions are met |
| Email not sent | Confirm address and notification permissions |
| Cell not updated | Check column editing permissions |
| Condition always fails | Review logical operators and values |
Limitations of Run Now
- Some automations require real data to work
- External integrations may behave differently
- Rate limits may affect repeated executions
- Webhooks may not respond in testing environment
Learn more about advanced automations in TaskIT training or consult our consulting team to implement complex workflows in your organization.
