Mail Merge with Form

Jose da SilvaJose da Silva ✭✭✭✭✭
09/12/18 Edited 12/09/19

Hi all,

 

I was searching on the Smartsheet community, but i could not find the best solution for my issue.

Basically, in my company, everytime that a production finishes, i receive via e-mail the test results for the specific product. With those results, later on, i must issue a document to the customer with those same results.

What ideally i want to do is:

1 - Create a Form so the test results are issued directly to a spreadsheet on Smartsheet(this one is easy)

2 - Having those results issued, i want to export them, row by row, to a specific template (Word Document).

I know that i can export the Spreadsheet with the results to an Excel document, and from there just do the traditional "Mail Merge" on Word.

But still, the ideal will be doing the Mail Merge only with Smartsheet, or could still do it with Smartsheet exporting directly to Word.

 

Any ideas or obvious solutions that i can't see at the moment?

 

Thanks!!

Comments

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Jose,

    If you want one row per template, I would recommend doing it with the Smartsheet Merge add-on for Google Docs.

    Please see the attached link/screenshot for more information.

    https://help.smartsheet.com/articles/1850128-smartsheet-merge-add-on-for-google-docs

    I hope this helps you!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Jose da SilvaJose da Silva ✭✭✭✭✭

    Hi Andrée,

    Thanks for your reply.

    I will try that solution.

    But anyway, as far as you are aware, there is no direct solution using only Smartsheet and Word?

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Happy to help!

    There isn't a direct solution that I know of, but I have another solution if you need to keep it as a word document. 

    Best,

    Andrée

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Jose da SilvaJose da Silva ✭✭✭✭✭

    Ideally i will need to keep it as a word document.

    The end result is a PDF document anyway (since it's a document to issue to a customer), but since Google Docs is not widely used in the company, it would be preferable to keep the original document as a .docx without taking risks of some formation being lost between Google Docs and Microsoft Word.

    My idea, at the moment, is to use the Form on Smartsheet. In parallel i will have an Excel spreadsheet with the exact same columns. As new rows are added, i will just copy them to the Excel file, and from there execute the "Mail Merge". Do you have any other more efficient idea?

     

    Thanks!

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    It depends. How often do you do it and how much time does it take?

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Jose da SilvaJose da Silva ✭✭✭✭✭

    I could say an average of 3 or 4 times per day.

    Still not sure how long will it take. I just implemented this a few hours ago, as a trial. But, lets say that if i want to do those 4 docs at once, it would take me between 5 and 10min (which is still way faster than the manual typing, obviously)

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Can you upload or send me the word document so that I can take a look at it and give you an idea if it makes sense to automate it?

    You can send it to [email protected]

     

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Hi Andree,

    What is your other solution for the Word mail merge?

    Thank you,

    Kevin Minkoff, CPA

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Kevin,

    The one that I use and recommend is WebMerge.

    Please see the attached link/screenshot for more information.

    WebMerge

    Let me know if you need any help!

    I hope this helps you!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Jose,

    How did it go? Did you manage to get something set up?

    Best,

    Andrée Starå - Workflow Consultant @ Get Done Consulting

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • what did you finally go with? what was easiest? we'd like this as well

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