Can you automatically rename/add prefix to a mapped document?

Nat

I'm having an issue where I'm regularly automating a mapped document.

The input comes in via a form, the service rep makes sure all content is ok, then hits the "create PDF" checkbox. A PDF is created and attaches itself to the row.

This is great, and gets around the fact you can't just print a nice looking version of the form in the first place, plus it's a time saver compared to having to manually do it.

However, every row now has a document with the same name attached.

Is there a way to automatically prefix the document name with a field such as "item number" or "customer name"?

That would be super helpful, avoiding the need to download, rename and re-upload the PDF - or downloading a few at a time and getting them mixed up.

Paul Newcome

When you are setting up your mapping, you can drag and drop a field into the "Output Document Name" portion at the top of the mapping. You would just need a field that contains the document name (usually generated by a formula).

Paul Newcome

Are you using a document builder workflow?

Nat

If that is the same as "Generate Document" where I create a fillable PDF and map the fields, then yes

Andrée Starå

Can you automatically rename/add prefix to a mapped document?

Nat

Aug 18, 2023

I'm having an issue where I'm regularly automating a mapped document.

The input comes in via a form, the service rep makes sure all content is ok, then hits the "create PDF" checkbox. A PDF is created and attaches itself to the row.

This is great, and gets around the fact you can't just print a nice looking version of the form in the first place, plus it's a time saver compared to having to manually do it.

However, every row now has a document with the same name attached.

Is there a way to automatically prefix the document name with a field such as "item number" or "customer name"?

That would be super helpful, avoiding the need to download, rename and re-upload the PDF - or downloading a few at a time and getting them mixed up.

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Hi,

I hope you're well and safe!

In Document Builder, you can assign a cell that it uses for the document's name.

You can add a so-called helper column to combine multiple cells into the name that you need.

Would that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Andrée Starå

@Nat

More info.

Use custom filenames for documents created with document builder | Smartsheet Learning Center

https://help.smartsheet.com/articles/2482564-custome-filenames-document-builder

When you generate lots of documents and don’t use custom filenames, it can be hard to tell your documents apart, especially if they get detached fr

Paul Newcome

When you are setting up your mapping, you can drag and drop a field into the "Output Document Name" portion at the top of the mapping. You would just need a field that contains the document name (usually generated by a formula).

Nat

This is great, thank you both!

I totally missed that field during the mapping! I'm so happy it exists.

I'm using it for a high level project charter:

I added charter questions to the project intake form, and have now added an "output filename" column using the formula =[Project Name]@row + " HL Charter", dragged that column up to the top during the mapping, and set up an automation to generate the document.

This is helping me a lot as the PMs are reluctant to send me this document, but they'll happily type it all into a form :)

Andrée Starå

Nat

Aug 18, 2023

This is great, thank you both!

I totally missed that field during the mapping! I'm so happy it exists.

I'm using it for a high level project charter:

I added charter questions to the project intake form, and have now added an "output filename" column using the formula =[Project Name]@row + " HL Charter", dragged that column up to the top during the mapping, and set up an automation to generate the document.

This is helping me a lot as the PMs are reluctant to send me this document, but they'll happily type it all into a form :)

Excellent!

You're more than welcome!

✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

Paul Newcome

Happy to help. 👍️