Onedrive & DocuSign Integration Capabilities

I am in the process of designing our Smartsheets workflow and am trying to better understand the capabilities / limitations of these integrations.

Current Process: 1) We receive a PDF (say an invoice). 2)Manually save the file in Onedrive updating the file name. 3) Manually enter the data from the PDF into a SS Form and attach the invoice, which enters the data into a new row in SS.

For Onedrive:

If an attachment (PDF) is added to a row via Forms, is it possible to have it auto-save in OneDrive?
If the user updates the file name manually in SS, will the file name be updated in One Drive?
Is it possible to have certain parameters in the row dictate where specifically that file is saved? (column A used in naming the file, or to identify the folder to save it in)

For DocuSign

I'm assuming I can create a workflow where a trigger (specific status or check box) will send the attachment to DocuSign. But is there a way to automate who the PDF is sent to for signing? Do I still need to manually go into DocuSign, place the correct signing fields in the correct location, and enter the person who needs to sign?
Once the PDF is signed is there a way to automate 1) signed copy added to the row. 2) signed copy added to OneDrive. 3) Signed copy sent to specific individuals (customer)

In an Ideal work, I would use a PDF parsing tool like PDF.co to skip the manual data entry from PDFs into SS. I suspect naming the file and saving it in the correct location must remain manual. And I'm hopeful that there are automation templates available for receiving, signing, and returning PDFs to customers. But I'm not sure whether that workflow can record the original unsigned copy and the newly signed doc in Onedrive.

Any and all feedback is greatly appreciated!

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Accepted answers

jmyzk_cloudsmart_jp

@David5to9Group

Great question, David!

For the OneDrive part, a lot of what you’re describing can be automated with Power Automate. For example:

When a form submission adds a row with an attachment, a flow can copy that file into a OneDrive folder.
File renaming syncs between Smartsheet and OneDrive aren’t “live,” but you can build logic in the flow to rename or move the file based on updates in Smartsheet.

For the DocuSign piece, I’m not too familiar with their native automation. However, Smartsheet already has a built-in integration that covers most of the requirements you listed:

Generate and Send Documents for Signature with DocuSign.

With it, you can trigger document generation and send it out for e-signature directly from Smartsheet. The signed copy can also be routed back into Smartsheet. Depending on your DocuSign plan and template setup, you may still need to define where fields are placed or perform some one-time configuration; however, the integration handles most of the workflow.

So in short: a good portion of your file saving, naming, and routing can be handled by Smartsheet + Power Automate, and the signing/returning process is well supported by Smartsheet’s native DocuSign integration.

All comments

jmyzk_cloudsmart_jp

@David5to9Group

Great question, David!

For the OneDrive part, a lot of what you’re describing can be automated with Power Automate. For example:

When a form submission adds a row with an attachment, a flow can copy that file into a OneDrive folder.
File renaming syncs between Smartsheet and OneDrive aren’t “live,” but you can build logic in the flow to rename or move the file based on updates in Smartsheet.

For the DocuSign piece, I’m not too familiar with their native automation. However, Smartsheet already has a built-in integration that covers most of the requirements you listed:

Generate and Send Documents for Signature with DocuSign.

David5to9Group

Wow! this is great news, thank you for your help.

Do you have any additional documentation or information on the Onedrive integration? When saving a file, it is often embedded deep (in a folder thats in a folder…). Will I need to create column names for each folder to guide the file location? Similarly, we have a system for naming each document, will I be able to create a format using data in rows to automatically change the file name? If not, it sounds like I can manually change the file name in SS and have a workflow auto-update the name in Onedrive.

For DocuSign, we receive many different documents / formats, so it sounds like I will still need to manually go to DocuSign to confirm that the correct fillable items are in the correct location. I'm wondering how this will effect the workflow? And where I can find additional documentation on this.

Again, thank you so much :-)

jmyzk_cloudsmart_jp

Upon examination, we need to use HTTP calls in Power Automate to retrieve attachments in rows, as the standard Smartsheet connector does not support this action.

The demo flow is designed to monitor a Smartsheet and, whenever a new row is added, it automatically retrieves any attachments from that row and uploads them to a specific folder in OneDrive for Business.

The demo sheet has a [Folder Name] dropdown list column to designate the target folder in OneDrive.

As the example below shows, the folder name is one level, but it should work if you describe the folder name like Attachments/Sales/East, for example.

Step-by-Step Summary

Trigger:
- The flow starts when a new row is added to a specific Smartsheet.
Initialize Variables:
- It sets up variables to store:
  - The folder name where files will be saved.
  - The column ID is used to locate the folder name in the row.
Get Folder Name:
- It checks the row’s cells to find the value in the column that represents the folder name.
Retrieve Attachments:
- It makes an HTTP call to the Smartsheet API to get a list of attachments associated with the new row.
- These attachments are stored in an array variable.
Process Each Attachment:
- For each attachment in the array:
  - Using the attachment ID, another HTTP call extracts the URL.
  - It uses the URL to upload the file to OneDrive for Business, placing it in the folder named in Step 3.

Connections Used

Smartsheet: To detect new rows and get column data.
HTTP: To retrieve the list of attachments from Smartsheet.
OneDrive for Business: To upload files using their URLs.

David5to9Group

Thank you!

Based on this info, I suspect we won't be able to automate the file saving location. The location is in a folder, in a folder, in a folder…and typing this location out is 1) more time consuming than clicking on the folder when saving and 2) more error prone.

If we begin by saving the file before uploading to SmartSheets via forms. Then generate a document using row data. Then send to DocuSign and have the signed document also attached to the row. Is it possible to have the new row attachment recognize where the previous file is saved, and save the new signed copy in the same file location? I'm also interested in creating a workflow where the file will be sent to specific stakeholders based on data in the row.

Curious if you have any feedback on this process. Otherwise we can always manually save the signed document and manually email it to the necessary individuals. This isn't overly time consuming, but I'm working to automate as many parts of this process as possible.

jmyzk_cloudsmart_jp

Don’t you already have some rule to decide the folder path? For example, BaseFolder / [Category] / [Region] / [Year] / [Customer]. If those values exist in your sheet (via form input or cross-sheet formulas), you can automatically build the folder path by formula and let Power Automate use that value to upload the file directly to the correct OneDrive location.

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