Generating report

MichalBe

Hello,

I have a sheet with some checkboxes and text to fill in. I would like to make an automation that generates a report based on whole sheet everyday at midnight and send it as a attachment to person who filled it in.

We will be using mobiles to fill out the sheet. The idea is to generate PDF based on the sheet and send it over email to person who was assigned.

Is there an option to do that?

Genevieve P.

Hi @MichalBe

Yes, this is possible, but how we do this depends on what exactly you're looking for in that PDF:

1 - Is this a full PDF of the sheet in its current state, including all rows?

• You can set up a recurring Send Attachment configuration.

2- Is this a single-row PDF, based on the data they input on just one row?

• You could generate a document using a fillable PDF to fill out fields and attach the file to the row.
• Then send an alert with the trigger as when an attachment is added to go to the person that created the row.

3 - Is this a PDF only showing rows that are assigned to a specific person?

• What I would do here is set a Time Based alert to send to the person identified in the Assigned contact column. This wouldn't be a PDF, but it would show all the rows assigned to that person in the email.
• An alternative would be to set up different Reports for each person, filtering by their rows. Then in each Report you can send it to the respective person as a PDF using the Send as Attachment option.

Cheers,

Genevieve

MichalBe

Basically i have a checklist based sheet. What i need to do is after ticking all the checklist boxes and filling out some numbers in sheet i need a button which generate PDF based on whole sheet including checkboxes and numbers that i need.

Then i need to clear the sheet automatically every day @ 00:00 so in the morning technician would have a clean sheet to filling in information, and repeat. Ive tried to map rows in Acrobat pro but mapping checklist is impossible.

Iam wonder why there is no option to generate PDF based on selection or even a whole sheet like in Excel. That would be the simpliest solution.

For example

When technician tick all checkboxes and fill columns 3 and 4 i would like to have pdf generated based on whats in whole sheet and to clear the sheet every midnight. I am not sure how i can do that in workflow but this is what i would like to achieve.

Genevieve P.

Hi @MichalBe

If you're using a full sheet as a sort of "form" to fill out like this, then I would suggest setting up a recurring Attachment email from File > Send as Attachment:

Share sheet information in email | Smartsheet Learning Center

https://help.smartsheet.com/articles/504773-sending-sheets-rows-via-email?_ga=2.215862739.53065776.1702308476-686803770.1684510742&_gl=1*7pnd3k*_ga*Njg2ODAzNzcwLjE2ODQ1MTA3NDI.*_ga_ZYH7XNXMZK*MTcwMjMxNzg2MS4yLjEuMTcwMjMyNTQ3Ny41Ny4wLjA.#toc-send-a-sheet-as-an-attachment

You have different sharing options:

You can set this at a specific time each day, say at 9pm at the end of the day.

Then you can use a Clear Cell Workflow at midnight to clear out all the cells in the 5 columns to the right, using your Task column as the Condition (that the cells are not blank in the Task column). See: Work with the clear cell value action

You'll want to configure this as a Time Based Workflow.

Cheers,

Genevieve

MichalBe

Thanks for help. I will try that solution :)