Customer file name stopped working when generating pdfs

Kim SOS

I am working on a sheet where employees enter info into a form, the request is approved/denied by the supervisor, and if approved a pdf is automatically generated. The fields to my fillable pdf are all routed correctly and work, but I am having problems with auto naming the files correctly. They all are named after the document template.

I created a name column which contains my naming convention and that works correctly. I added that column to the Output Document Name field. When I tested this I thought it was working, but now when I try to generate documents manually or use the workflows I created to auto send a document, it doesn't work . Any suggestions?

Also, if anyone has suggestions on easy ways to send a completed pdf to someone who doesn't have access to Smartsheet that would be great. I mistakenly created 2 workflows that did this, one works and the other makes you log in and go to the sheet to get the document. I want people to download from the email. Than you

amarkumar

https://community.smartsheet.com/discussion/144428/customer-file-name-stopped-working-when-generating-pdfs

@Kim SOS

• The Output Document Name for generated PDFs in Smartsheet’s Document Builder should allow you to use a sheet column (like your "name" column).
• If file names still default to the template name or don't update, it usually means:
  • The column reference in Output Document Name isn’t set up or mapped correctly.
  • The workflow isn’t picking up the column because it’s not included/updated at the time of document generation.
  • Sometimes, Document Builder settings don’t save properly, double - check and re-save the column reference.
• Try deleting and re-adding the Output Document Name mapping, use only plain text columns (no formulas), and make sure the value exists when document generation runs.

Sending PDFs to Non-Smartsheet Users:

• Only way to let people download a PDF without logging in:
  • In your workflow, set the PDF as an email attachment rather than a link to Smartsheet (use “Send as attachment” option if available).
  • If this option doesn’t show, contact your admin - this could be due to plan type or feature enablement.
• If you send just a link, users will have to log in.
• As a workaround, download PDF files and email them using Outlook or another email tool if automation doesn’t attach them.