Workflow workaround or product enhancement?

jroberts

Hi everyone,

I'm trying to create a multi-action workflow where a document is generated and then an email is sent with that document attached. I'm trying to sequence it in such a way that the attachment is generated first THEN the email. My problem is that this is not the only attachment on the row. The data on the row is from an audit collected via a Smartsheet form, and images are taken and submitted with that same form. Currently I am having to do this via two workflows and the email workflow is triggering when an attachment is added or changed.

My problem is new for this flow setup, in the past the pdf is generated super quick so the email workflow is triggering and including the images and the pdf for that row. During my workflow setup I never saw the pdf cause a second email, so it worked. It has worked for about 18 months so far with no issues. Lately, the pdf is taking 2-5 minutes to generate, which is causing my email workflow to trigger twice, and the second email only has the attachment and not the images sent previously. It makes the emails much more inconvenient.

I've tried to cascade actions, but Smartsheet won't let me add an action AFTER a generate document action. Is there a convenient workaround that fixes this while keeping the trigger upon occurrence (not scheduled) for this or should I submit an enhancement request?

Thanks, -Jeremiah

Michelle Choate 2

Do you check a box to create document? Cause if so you could create two automations, one that checks a box anytime an attachment is added, and another that clears the checkbox when you click the one for document creation.

Michelle Choate 2

Have you thought about adding a Zapier that checks a column once the Document Builder is completed? Then you can have an automation that sends an email with "Specific Fields" and then just select the option of "attachments" once the checkbox has been checked. This should send all attachments on the row.

jroberts

@Michelle Choate 2 that would work but I'm not able to spend money - the volume I would need it for is in the paid plan range of Zapier. Any Smartsheet native solutions you can think of?

Michelle Choate 2

Do you check a box to create document? Cause if so you could create two automations, one that checks a box anytime an attachment is added, and another that clears the checkbox when you click the one for document creation.

jroberts

i like that…i will mess around with that, great idea thanks!