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

https://community.smartsheet.com/discussion/109144/can-you-automatically-rename-add-prefix-to-a-mapped-document

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

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Andrée Starå

@Nat

More info.

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

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

https://community.smartsheet.com/discussion/comment/391408#Comment_391408

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. 👍️