Can you automatically rename/add prefix to a mapped document?
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.
Best Answer
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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).
Answers
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Are you using a document builder workflow?
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If that is the same as "Generate Document" where I create a fillable PDF and map the fields, then yes
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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!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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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).
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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 :)
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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!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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Happy to help. 👍️
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