Forms and Document Generator

Good morning Smartsheet Community!

I am in the process of developing a Meeting Management Solution. I will be using some of the features from the Meeting Management Template.

The current process for this meeting is each person creates a power point with a PDF related to the topic, New Business, Enhanced Opportunity, Closed Opportunity. Once they create this power point it is emailed to the individuals that schedule the meeting.

Here is what we are setting out to accomplish using Smartsheet:

Consistency of the PDF Document - this way everyone is providing the same information
Pre-approval process - allowing information to be reviewed and approved and only those items with additional information needed move to the meeting
Decrease manual emails

I have developed 3 forms (New Business, Enhanced Opportunity, Closed Opportunity). Each of these three forms gather information and generate the PDF document. Creating the consistency we are looking for.

However here is the caveat: New Business also contains images.

Does anyone know of a way to insert images into a form other than file/attachments so those images could be mapped into the PDF document?

Thank you in advance for any suggestions or ideas you may have!

Marlana Kalinowski

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Accepted answers

jmyzk_cloudsmart_jp

Hi @Marlana K.

It sounds like you're building an impressive Meeting Management Solution, and I appreciate the level of detail in your setup. Here’s how you could address the caveat about inserting images into forms and mapping them into the PDF document:

A couple of years ago, I created a solution to automatically insert row-attached image files into specific cells using the Smartsheet API. While Smartsheet forms currently don’t natively support embedding images directly into a form field (other than as file attachments), this workaround might align with your goal.

Another simple option is the Smartsheet Mobile App, which allows images to be inserted directly into cells. However, this may not be suitable if you need to use forms.

Demo Solution Using Smartsheet API

The solution uses the Smartsheet API's this method.

Add Image to Cell

https://app.smartsheet.com/b/publish?EQBCT=951451c312874798bf63fdabb060c028

In the demo sheet below, which you can access with editor permission from the link below, you can attach an image file, open the "Add image to a cell request form" in the Sheet Summary field, and send "Submit". Then, all the row-attached images within a day will be inserted into the image column.

https://app.smartsheet.com/b/publish?EQBCT=951451c312874798bf63fdabb060c028

Note: Changing the Sheet ID will not work (to prevent abuse).

The image will be inserted in a few minutes.

A sample PDF document will be attached to the row by the workflow automation.

So, adding an attached image file to a cell and using the image in document creation can be done, but it involves some coding effort with Smartsheet API.

Let me know if you want more details about the API solution or have other questions.

All comments

jmyzk_cloudsmart_jp

Hi @Marlana K.

Another simple option is the Smartsheet Mobile App, which allows images to be inserted directly into cells. However, this may not be suitable if you need to use forms.

Demo Solution Using Smartsheet API

The solution uses the Smartsheet API's this method.

Add Image to Cell

https://app.smartsheet.com/b/publish?EQBCT=951451c312874798bf63fdabb060c028

Note: Changing the Sheet ID will not work (to prevent abuse).

The image will be inserted in a few minutes.

A sample PDF document will be attached to the row by the workflow automation.

So, adding an attached image file to a cell and using the image in document creation can be done, but it involves some coding effort with Smartsheet API.

Let me know if you want more details about the API solution or have other questions.

Marlana K.

Hi @jmyzk_cloudsmart_jp

Always to the rescue! I am familiar with APIs, we currently have 3 that update our Site & Regional information each day. Then those update 100s if not 1000's of sheets through index/match. However, I have never written one, our App/Dev team wrote them way before I took over ownership of our Smartsheet Account. Always willing to learn though!

A few questions:

The Add image to a cell request form:

I assume that is built right into that sheet?

Instead of once per day I would want to set up a workflow to send it back to the individual who made the submission. Set up as a Y/N in the initial form (Does your documents contain images?). If yes, send back to the individual to "Submit" Then change my PDF generation workflow.

Reason for this is as soon as the document is generated we want to have the approval/voting process from begin.

Initial Process Visio

I will be making a change in this process - that second form after the PDF is going to be combined into the 3 forms New Business, Enhanced Opportunity, Closed Opportunity, less steps for the requesting individuals, also keeps the approvals in line with the initial submission, and it will prevent approved submissions from being added to the meeting agenda, only those with any No/Declined will be put on the agenda.

Making Magic Happen!

jmyzk_cloudsmart_jp

Hi, @Marlana K.

It sounds like you’re working on an impressive solution! Regarding your question about inserting images and modifying workflows, here’s how you can proceed:

About the "Add Image to a Cell Request Form"
This form was created as part of a demo setup. It allows users to input information such as the Sheet ID, Image Column Name, and Delta (Days). (In the demo form, those are hidden.) The process uses a Webhook to monitor changes. When new data is submitted through the form, it retrieves the information, gets to the target sheet to check its attachments, and automatically inserts the images from the specified timeframe into the image column.
The system allows flexibility in specifying the number of days (Delta) to process attachments in real-world use. For the demo, the settings are fixed to 1 day to simplify testing. When users click "Submit," they can see the functionality in action.
Modifying the Workflow to Send Back to the Submitter Instead of Once Per Day
Webhooks cannot directly trigger on file attachments. Instead, they can monitor changes in a sheet or specific columns within a sheet.
To achieve your goal, you can configure a helper column (e.g., “New Attachment”) in your sheet where form submissions are logged. Workflow Automation can change the value in this column whenever a new attachment is added. The Webhook can then monitor the column for updates, retrieve the sheet, get the attachment, and insert the image into the specified column.
In your case, the workflow could trigger document generation whenever an image column changes and immediately pass it along to the next automation stage for approval or voting. This would streamline your process and ensure everything aligns with your desired timeline.

With this approach, you can efficiently integrate image handling into your document generation and approval process. Let me know if you need more details or guidance on setting this up!

Good luck! 😁

Marlana K.

@jmyzk_cloudsmart_jp Thank you! I definitely will need more details and some guidance since I don't know where to even begin writing or setting up the API. Right now I just have to find some time to dig into it since I have 17 New Solution Request to build and 4 enhancement request to look at and decide.

You are the best - BTW the last time you helped me with something (Charitable Contributions) the results were phenomenal. I took that collect formula/process that you provided and helped me understand and incorporated into many other solutions.

jmyzk_cloudsmart_jp

Hi @Marlana K.

Thank you for your kind words! 😊 I'm happy to help anytime when you're ready. You can connect with me directly via the email on my profile page.

Setting up a system for webhooks and saving files to a cell can be challenging, but I'd be happy to guide you through it when you have time to dig into it. Just let me know when you're ready! 🚀

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