Workflow

GeorgeM

Hi,

I manage a portfolio that issues permits for film shoots. Currently, our process is largely manual: applicants submit a form on our website, we receive an email, add the details to a spreadsheet, send an invoice, request proof of payment, and finally manually update and generate a PDF permit to send back to them.

I would like to streamline this workflow using Smartsheet. Here's what I have in mind:

1. Replace the form on our website with a Smartsheet form to capture enquiries and create a database/calendar sheet of proposed film shoots.
2. Manually assign enquiries to one of our coordinators on the Smartsheet, triggering an email notification to them.
3. Maintain a growing sheet of enquiries.
4. Ideally, I’d also like it to generate a billing form that I can send to our finance team (we do this manually)
5. Once we receive proof of payment (POP) from a client and update that field on the sheet, I would like the ability to automatically generate the permit per row by clicking an action like "Generate Permit."
6. At which time we get a word or PDF document of sort that we attach to an email to the cliet and our otehr needed teams.

Is there a workflow template or a pre-built solution in Smartsheet that closely matches these requirements and can be customized to suit our needs?

Regards

kowal

hi @GeorgeM,

I am not aware of any template that will be close to what you need but what you request is 100% doable with smartsheet with the basic core functionalities.

For someone who knows smartsheet it's like 1-2h work for someone who is starting it's the best way to learn it.

I will give you some hints for each point:

1. Replace the form on our website with a Smartsheet form to capture enquiries and create a database/calendar sheet of proposed film shoots. - create a sheet with all required fields and based on that create a smartsheet form to capture data.
2. Manually assign enquiries to one of our coordinators on the Smartsheet, triggering an email notification to them. - send a notification workflow to specific email once new data in the sheet.
3. Maintain a growing sheet of enquiries. - no skills required ;)
4. Ideally, I’d also like it to generate a billing form that I can send to our finance team (we do this manually) - if you capture this data in sheet you can create workflow request for update.
5. Once we receive proof of payment (POP) from a client and update that field on the sheet, I would like the ability to automatically generate the permit per row by clicking an action like "Generate Permit." - you can use Document Builder to create the document for you with filled data.
6. At which time we get a word or PDF document of sort that we attach to an email to the cliet and our otehr needed teams. - once the document is created with document builder (PDF) it can be automatically sent to the customer email from the this row.

hope this helps somehow.

kowal

hi @GeorgeM,

I am not aware of any template that will be close to what you need but what you request is 100% doable with smartsheet with the basic core functionalities.

For someone who knows smartsheet it's like 1-2h work for someone who is starting it's the best way to learn it.

I will give you some hints for each point:

1. Replace the form on our website with a Smartsheet form to capture enquiries and create a database/calendar sheet of proposed film shoots. - create a sheet with all required fields and based on that create a smartsheet form to capture data.
2. Manually assign enquiries to one of our coordinators on the Smartsheet, triggering an email notification to them. - send a notification workflow to specific email once new data in the sheet.
3. Maintain a growing sheet of enquiries. - no skills required ;)
4. Ideally, I’d also like it to generate a billing form that I can send to our finance team (we do this manually) - if you capture this data in sheet you can create workflow request for update.
5. Once we receive proof of payment (POP) from a client and update that field on the sheet, I would like the ability to automatically generate the permit per row by clicking an action like "Generate Permit." - you can use Document Builder to create the document for you with filled data.
6. At which time we get a word or PDF document of sort that we attach to an email to the cliet and our otehr needed teams. - once the document is created with document builder (PDF) it can be automatically sent to the customer email from the this row.

hope this helps somehow.

GeorgeM

Perfect thanks @kowal

kowal

pleaseure @GeorgeM