Automated Document Generation and DocuSign mapping is here!

Jason DelValle · 06/16/22

Hi Community,

Smartsheet customers can now accelerate their processes by automating the creation of documents and DocuSign mapping within Smartsheet. With this new workflow action for document generation and DocuSign mapping, process owners can reduce manual steps for their team when generating invoices, purchase orders, project plans, agreements and more.

The workflow action for document generation is available for licensed sheet owners and admins on Business and up plans, while automated DocuSign mapping is available for Enterprise plans.

Get started here

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markkrebs · 06/19/22

Love this! One enhancement for document mapping would be that when a sheet is copied you wouldn't have to remap the PDF fields.

Jason DelValle · 06/21/22

Thanks for the feedback @markkrebs! I highly recommend adding that enhancement request to our Smartsheet Product Feedback & Ideas page https://community.smartsheet.com/categories/smartsheet-product-feedback-%26-ideas

STGprojects · 06/27/22

Great news - thanks for the update

Yanina Kupava · 08/09/22

Hi Jason, We have followed the automation and document mapping guidelines but are consistently seeing an error in the automation block. However, when we edit the automation, there's nothing that appears out of order. The mapped document is just a fillable PDF, not a docusign workflow. We are able to successfully manually generate a document with that mapped pdf. Is there a permissions consideration we are missing?

ock

Jason DelValle · 08/09/22

https://community.smartsheet.com/discussion/comment/339097#Comment_339097

Hi @Yanina Kupava, if a mapping becomes invalid, e.g., due to a column on the sheet being deleted which had been mapped, automated workflows leveraging the mapping will no longer run. This will also trigger emails to be sent to sheet admins, alerting them that the workflow cannot run. To correct this issue, update the mapping by removing the deleted column or choosing another column. Then, open the workflow manager, click the kebab menu next to any workflows which reference that mapping, and click Activate.

If your workflow is repeatedly being disabled, then we suggest running the workflow manually through the Document Builder UI to troubleshoot there.

If neither of these approaches solves the issue, I recommend reaching out to support to troubleshoot further.

I hope this helps!

Marlana K. · 05/23/23

This is a great enhancement. Now if only I could send just that document to contacts in a specific cell without sending links to the sheet.

Marlana Kalinowski

WinaHath · 06/08/23

I get this error message

To generate documents, please select 100 rows or fewer on the sheet.

What to do?

Genevieve P. · 06/09/23

Hi @WinaHath

You can batch-create documents by selecting multiple rows, however there is a maximum of 100 rows that can be selected to generate documents at one time. If you're getting this error, try selecting fewer rows, such as 50.

Here's more information:

https://help.smartsheet.com/articles/2481651-generate-documents-from-sheet-data

Cheers,

Genevieve

MMiles · 06/09/23

@WinaHath @Genevieve P.

I was not aware of this feature. Thank you for sharing.

@WinaHath

My solution not knowing you could batch generate documents.

I created a column in my sheet with a checkbox and used a trigger in the workflow that generates the documents based on when that box is checked. To generate multiple documents all at once I would copy the check down all the rows I want to batch. With this process you can batch create up to 500 documents, Smartsheets copy/paste limit, in the same amount of time.

I also create a second column that I use as the file name when mapping my documents. This column contains a formula that will concatenate data in my sheet to create the file name. If I need to use different documents for different rows I would add conditions in my workflow that would do that for me.

This may be a workaround to your issue.

rachmavis · 04/18/24

I am setting up a form for teachers to order cirriculum materials. SInce I can't add pictures, it would be great if a document was generated with the order fields, teachers would fill the document and the data would be pulled back into Smartsheet..

SmartWay360 · 04/19/24

Hi, @rachmavis

Here are instructions how you can create a form based on which documents will be created.

Document Builder | Smartsheet Learning Center

Best,

Beata

rachmavis · 04/19/24

Thank you. Curious - when the enduser fills in the data, will it populate back to the sheet?

Andrée Starå · 04/19/24

Hi @rachmavis

I hope you're well and safe!

No, it's the other way around. It takes data from the sheet.

Make sense?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Mark Candela · 05/23/24

Here is an example of the output. We setup a PO system 2 years ago and use the document generator to print a physical PO when needed. Seems to work well and eliminated some of the pain points others have mentioned. Just recently added different currency's. It solves several problems with approving to spend and matching PO's to invoices coming. This one was kind of fun to build.

Automated Document Generation and DocuSign mapping is here!

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