This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Export documents to Smartsheet bot to automatically attach completed documents to your Smartsheet rows.
Use case: When collecting documents from your employees, you need documents to export to the respective Smartsheet rows without manual actions.
How to set up
To add the bot:
1. Add a new action by clicking the plus icon.
2. Choose Bot and search for the Export documents to Smartsheet bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
To connect the bot to your Smartsheet account, click Connect in the Destinationsection. In the new window, enter your Smartsheet credentials.
Disconnect the current account or connect to different accounts anytime you need using the three dots connection menu.
Select a Sheet where to export documents (1). Click Continue to proceed (2).
In Documents, select the documents you want to export by checking the respective documents in the dropdown.
If you want to export documents archived, check the Save document as ZIP file box. Click Continue to proceed to the next section.
Lookup
In Find record, set rules for how the bot will find the Smartsheet row you need. Start by selecting a column that must work as a lookup.
Then, select the value type that your column must match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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You can add as many lookups as you need by clicking Add match.
Click Continue to proceed to the next section.
Testing
In the Test section, you can simulate the bot's performance by clicking Test.
For testing, you’ll have to input data matching the search criteria. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
Note: After running the test, the documents will actually be exported to the Smartsheet row.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.