Approval Workflow Not Running if Attachment Already Exists

aschneiderheinze1025

I have an approval workflow that includes generating a PDF contract then sending an approval request to a New Hire to review and approve (not sign).

The first part, generating the PDF, is triggered when a box is checked in the [Contract Ready] column. (This happens when two previous approvals happen, but I'm excluding that here because that works consistently and correctly.)

The first time through, the PDF is generated. Then the approval request is triggered when an attachment is added. This works fine to trigger the approval. The New Hire can then Approve or Reject the contract.

If the Approve, no problem.

If they Reject, the workflow starts over. The [Contract Ready] is unchecked (the approvals for the previous two people restart, and then that causes [Contract Ready] to be checked again in round 2.

Since [Contract Ready] is checked again, a second version of the contract is generated. (In the meantime, changes might have been made in the sheet so the information in the contract is different, but the filename is the same.)

However, this isn't triggering the New Hire approval workflow. I tried checking both "Added" and "Changed" in the trigger, and the workflow still isn't triggered.

I thought there might be a way to have a checkbox column that is checked (change value) via an action in the "generate the PDF" workflow, but you can add actions.

Any ideas about how to generate a new version of the PDF and still trigger the New Hire approval workflow, even if they reject (maybe even more than once) until they click Approved.

NOTE: I am using the "added" attachment as a trigger to ensure the PDF contract was generated before it sends out the approval.

Here is the Generate PDF workflow:

Here is the approval workflow for the New Hire. I know all of the conditions have been met —- it works the first time around, but not on subsequent times when there is already an attachment (earlier version of the contract PDF).

aschneiderheinze1025

I ended up creating a new column called PDF Generated, and set up an automation that when an attachment is added or changed, check the box. Then, if the approval process is restarted, another automated workflow clears the cell value of that column. This seems to work then a new PDF (version) is created if the workflow is restarted.

Jason P

HI @aschneiderheinze1025

Per your title, Smartsheet does not see the revised PDF as a new or changed attachment because the file name is the same irrespective of the upload Version number shown in the side window.

Options - Open to others in the community to comment here…

1. Delete the original PDF and start the process again as if first time.

Not tested - working idea so down the rabbit hole we go…. - Automation. Idea being we create a new file name the sheet will recognise as the trigger.

Current / Active sheet

1. Create a new column Auto Number column called [File Name].
2. When the contract is first approved by managers, set up a trigger to generate the # Auto number, this value is used to name the PDF e.g. ‘Contract_1234’ look at column properties and you can set up your own prefix and other.

Create a Rejection sheet.

1. In the current sheet set up a "Move Row" automation to send a rejected row to this sheet.
2. In this sheet, set up a "Copy Row" automation that sends it back to the Active Sheet.

When the copied row arrives in the Active sheet it should reset any previous [File Name], I don't believe #Auto Numbers copy across so when the PDF is re-generated, it’s given a new file name and this should trigger your original sequence.

Open to our great community to pitch in here..

Cheers.

aschneiderheinze1025

I ended up creating a new column called PDF Generated, and set up an automation that when an attachment is added or changed, check the box. Then, if the approval process is restarted, another automated workflow clears the cell value of that column. This seems to work then a new PDF (version) is created if the workflow is restarted.

Jason P

Nice..