How to automatically send a form to be e-signed using new data freshly populated in a row

BradJoseph

Using Smartsheet WorkApp. A manager picks the form already created called "New Employee." This form asks for all the metadata to onboard a new employee, including name and email. When the manager is done, the last thing on the form they are asked to do is to check if all the names and emails are spelled correctly; if yes, they click the checkbox and submit the form. All the metadata is then input into a new row on a sheet called Employee Metadata. This is already set up.

What I would like to happen once a new row is added is a form to be automatically generated that is first populated with specific details taken from the new row and is then sent out automatically to e-sign, first to the newly onboarded employee using the email found in the contact column that was just populated, then to the Manager, and then copies of the signed form sent to specific recipients. This must be fully automated once the manager submits the Smartsheet form.

The problem I am having is getting the form to send to the new employee. It's easy enough to get the form to send to the manager and the other people after signing because I already have their contact info and can preset that in the DocuSign template, but I can't figure out how to get DocuSign/Smartsheet to send it to the contact in the cell. When I go to DocuSign to make the template, there is no option in the required "Name" and "Email" sections to pull from the Smartsheet row. I can do this if I use automation to generate a PDF and then automation to send an attachment, the problem is that once the manager submits the form, there will be several attachments already, and the attachment automation does not allow you to pick which attachment to send. Either way, it would be better to use E-sign because the signatures are tracked, and I can use automation to create more actions once the e-signatures are all complete, as that info is also self-populated into a cell.

So simplified - how do I get Smartsheet to automatically generate and populate a form, then send that form to an email that is in a contact column, which we would not have been able to know before submitting the form?

kowal

Hi Brad,

In DocuSign you just add a template with fillable fields that's it. Once the template is created you go to smartsheet and you set up everything in Smartsheet in DocumentBuilder - this is where you map the columns to to the fields in the doc. So if you ahve the names, emails in smartsheet it will be populated to the pdf document that was created as template in DocuSign.

I am running a webinar on that if you are interested :) https://events.teams.microsoft.com/event/56b415d4-96eb-4628-bcbf-1fd2ec9af7e9@d90444f8-0c6f-47ee-9c51-191a0d0387a8