Attachments (Renaming, Sorting and Download features)

Jessica ChandlerJessica Chandler ✭✭✭✭
edited 02/05/20 in Using Smartsheet
02/03/20 Edited 02/05/20
Accepted

I have already submitted an enhancement request because I'm fairly certain these features don't exist but am asking the community in case there is a work around that someone has devised that could help me in the meantime.


I have a sheet with several hundred rows.

Each row is associated with a person.

Each row has an attachment that is is associated with that person.

I want to download all attachments in the sheet but I need the attachments to be sorted alphabetically.


THE PROBLEM : The names of the attachments are all the same. When I download them in bulk the only options for sorting the downloads are by "Date" "Name" "Size" or "User". None of these indicators help me determine which person the file belongs to.


"NAME" - There does not appear to be an easy way to change the attachment name for each row. It seems that I actually have to download each attachment, rename it and then upload it again. There is an option to "Edit the description" but that does nothing to help me with sorting. That seems to be more for version control.


"USER" or "DATE" - I tried adding a system column for "user" or "date" to see if I could modify it somehow but that didn't work since the system column is related to the row and the sorting ability for attachments is related to the actual attachment.


"SIZE" - I didn't even bother with this because the documents are all roughly the same size.


Has anyone discovered a faster way of getting attachments out of smartsheet that can be sorted in a particular order?

Best Answer

Answers

  • Jessica ChandlerJessica Chandler ✭✭✭✭

    Thanks for adding the Rename feature! I love how Smartsheets really does make changes based on customer feedback. I've submitted 3-4 ideas over the years and you guys always come through.

  • Apparently this is only possible while in the parent sheet, not while in a report - is there a reason for this omission? Is it likely to be remedied?

  • I have a similar issue as the OP. I have about 1K rows of briefing acknowledgements with a pdf attachment for each. I need to download and send the attachments to different respective clients, so the filename itself will need to contain the employee name and ID, which are both fields in my Sheet.

    With the current functionality, I'll have to manually rename every attachment, which is time consuming and prone to error.

    I'd like to see a feature associated with the template/document create/edit functionality, which would allow me to optionally designate one or more fields from my sheet to use as the filename for the document attachment... Employee_Name + ' ' + Employee_ID + '.pdf' or something like that.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Phillip Jones

    I hope you're well and safe!

    You can now structure a file name with the Document Builder/DocuSign feature.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    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.

  • Jessica ChandlerJessica Chandler ✭✭✭✭

    @Andrée Starå Unfortunately, the DocuSign features are only available if you have an enterprise account.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Jessica Chandler

    Thanks for your patience!

    Would a 3rd party option work?

    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.

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