Trigger Workflow with Attachment

aschneiderheinze1025

There are three people involve in my approval workflow. The first two (program manager and finance) review the terms of a contract before a PDF of the contract is generated. The PDF contract doesn't require a signature, it just has all the details they need to review.) Once the PDF is generated it is included in an approval workflow for a new hire.

I have the "generate PDF" as its own automation, which is triggered once I receive an Approval for both the program manager and finance.

Currently, I have "when attachment is added" as the trigger for the approval workflow for the new hire, with the condition that the approval workflow hasn't already started for the new hire ([Approval Status] = "Not Started").

Is there a better way to trigger this workflow than waiting for an attachment to be added? I want to be sure the PDF is generated before the approval workflow begins, but I want to avoid a situation when an attachment is attached (not the PDF of the contract) while the [Approval Status] for the new hire = "Not Started". This would cause the approval workflow to begin inappropriately.

So, any recommendations on how to trigger approval workflow for new hire:

1. The program manager and finance both approved the terms of the contract (i.e., their separate Approval Status columns say "Approved"
2. The PDF was generated.
3. No other situation (another attachment is added that isn't the contract) causes the workflow to run when it shouldn't.

How do I then "attach" it to the workflow so the new hire can easily view it before they click Approve or Reject?

TVang

@aschneiderheinze1025 , here's one approach. It requires a helper column, DateContractGenerated, and a new sheet, GenerateContractPDF.

In the GenerateContractPDF sheet, configure a column formula and 2 automated workflows.
COLUMN FORMULA
DateContractGenerated = TODAY()

WORKFLOW 1
NAME
Generate Contract
TRIGGER
When rows are added or changed.
When [Pick a Column that will always have a value] changes to Any Value
Run workflow: When triggered
ACTION
Generate document

WORKFLOW 2
NAME
Route Back
TRIGGER
When rows are changed.
When an attachment is Added.
ACTION
Move rows [back to original sheet]


In your main sheet, modify the automated workflow that generates the contract PDF.
ADD TO THE CONDITIONS
Where DateContractGenerated "is blank"
CHANGE THE ACTION TO
Move rows... Move to "GenerateContractPDF"

In your main sheet, modify the approval workflow to…
TRIGGER
When rows are added
When "DateContractGenerated" is not blank
Run workflow: When triggered
CONDITIONS
[Approval Status] = "Not Started"

EXPLANATION
In this approach, a row is moved to GenerateContractPDF after the program and finance managers have reviewed the terms AND there is no date recorded in DateContractGenerated. Once in the GenerateContractPDF sheet:
• a document is generated;
• the current date is recorded in DateContractGenerated;
• the row is returned to the main sheet.

When the row is returned to the main sheet, it triggers the approval process.

TIP: Create the GenerateContractPDF sheet as a blank sheet. Delete all of the columns (except the Primary column). Copy a row from the main sheet into GenerateContractPDF. This will create the same columns and column types in the new sheet. Delete the copied row.