Automating document creation

Mike Mitchell · 05/08/20

I am trying to automate a workflow with Smartsheet. It starts with a large survey (external to Smartsheet--Forms can't handle the requirements), whose results are inserted into a Sheet.

Whenever a new row (survey result) is added to that sheet, I want to create a formatted PDF document from that new data and ideally attach it back to that same row. I know I can do this with the Google Docs integration, but it requires quite a few manual steps from a person, who needs to pick the correct rows to be merged, choose the right document creation options, etc.--lots of potential to screw up.

Is there any way for me to simply automate the insertion of Smartsheet data into a document template, create a nice, formatted PDF out of it, and attach that document somewhere in Smartsheet, WITHOUT some person having to manually shepherd that process?

If an integration is needed, please let me know which one.

Thanks,

/mike

Andrée Starå · 05/08/20

Hi Mike,

The third-party service, Zapier, might be an excellent option for this scenario. Is that an option for you?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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

Andrée Starå · 07/02/20

@PPS Solutions

I think you have to delete/edit your post because the feature you're referencing is under NDA.

Best,

Andrée

Genevieve P. · 07/02/20

Hi @PPS Solutions

Andrée is correct! I've removed your post based on the nature of its content & I'll message you privately as to why I did so. If you have any questions let me know.

Thanks! Genevieve

(Community Moderator)

Mike Wilday · 10/01/20

Try the all-new document builder...

https://documents.smartsheet.com/?

https://youtu.be/T7JF1ICi2Lo?t=5563

Andrée Starå · 10/02/20

Hi @Mike Mitchell

To add to Mike's excellent advice/answer.

More info:

https://www.smartsheet.com/content-center/product-news/product-releases/create-documents-faster-smartsheet

https://help.smartsheet.com/learning-track/smartsheet-advanced/document-builder

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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

Carlos Hernandez · 10/06/20

Hello Everyone,

I too would like to generate a PDF document when a new row is added to my sheet. Using the "Generate Document" feature, I know it is possible to upload a fillable PDF form and have the rows in your sheet automatically populate the form and create a new doc, which is a great new feature!

However, as far as I can tell, the "Generate Document" process is still a manual process (either for a single row or multiple rows), and is not a selectable "action" when creating a workflow through the Automation dropdown.

I would like to trigger a workflow that automatically generates a PDF doc from the row and have Smartsheet automatically attach it to that row, as well as email it out to certain individuals (email/alerts are possible actions in workflow).

Is this in the works? Really think it would be useful to select "Generate Document" as an action in workflows.

Thanks!

Andrée Starå · 10/06/20

Hi @Carlos Hernandez

Great idea!

That would be a great addition to Smartsheet features.

Smartsheet has already received requests for this so, please add that you'd also want it by sending in an Enhancement Request.

Please submit an Enhancement Request when you have a moment

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 help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

Jenny Prazak · 10/06/20

https://community.smartsheet.com/discussion/comment/264950#Comment_264950

Agree with Carlos - this would be a major improvement in the process! (Yes, I submitted an enhancement request per your previous response, thanks!)

Carlos Hernandez · 10/08/20

@Andrée Starå, @Jenny Prazak,

I've just submitted an Enhancement Request regarding the above. Look forward to hearing back. Hopefully a feature soon!

Best

Andrée Starå · 10/08/20

@Jenny Prazak & @Carlos Hernandez

Excellent! 👍️

Christina Riot · 10/08/20

Question, can you automate this to generate the document as rows come onto the sheet from a form?

Mike Wilday · 10/08/20

https://community.smartsheet.com/discussion/comment/264950#Comment_264950

This is a highly requested feature. Please see Andree's response above.

Chris Mathews · 10/09/20

Hi folks! I'm the Product Manager on document builder. I'm glad to hear that you're finding it valuable. Adding an automated workflow action to generate documents is a highly requested enhancement and will make document builder even better. I don't have an ETA at this time, but using the enhancement request form linked above is a great way to submit feedback directly to our team!

Thank you for your feedback! Let us know if you have more enhancement requests or run into any issues.

Mike Wilday · 10/09/20

@Chris Matthews Thanks for letting us know this is in the works! Great news! Thanks.

Shelby · 01/07/21

I agree! Automating Document Builder would be a great feature. I submitted an enhancement request!

Automating document creation

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