SmartSuite
SmartSuite is a comprehensive work management and collaboration platform designed to help teams organize projects, manage workflows, and collaborate more effectively.
The DocsAutomator integration in SmartSuite is the most powerful & intuitive way to create invoices, reports, contracts, certificates and just about any document from your SmartSuite data . Let's dive in!
Overview
The SmartSuite x DocsAutomator integration works on a main table and linked table basis. Documents are printed from records in your main table, while lists of data ("line items") can be added to documents from linked fields / tables. This allows for almost any document to be created based on your SmartSuite data.
You trigger document creations in SmartSuite's automation suite, where you'll find DocsAutomator as a native action:
Step by step guide
1. Create automation
Login to DocsAutomator and create a new automation from the dashboard.
2. Select & connect SmartSuite as your data source
The first time, you will have to loin with your SmartSuite credentials to give DocsAutomator permissions to access your SmartSuite account.
3. Select your Google Doc template
Every automation in DocsAutomator needs a Google Doc template to create documents from. Please visit our Google Doc Template Guidefor all the options on how to get started. If you just want to test DocsAutomator, a good starting point is "Start from scratch", which creates a new Google Doc with a few sample placeholders. Make sure to also have a look at our template gallery, where you'll find expertly designed templates for many use cases.
4. Select workspace, solution and table
Select the workspace, solution and primary table you would like to use.
DocsAutomator's SmartSuite integration differentiates between a primary table and linked tables. Think of an invoice and line items. The invoice would be a record on your primary table (with data like invoice date, recipient name, etc.), whereas line items live in a separate, related table.
5. Set custom document name and attachment field
Next, you will need to set two more options:
Document name field: This determines how generated documents will be called (pro tip: use a formula field to give documents a unique name based on data in your records).
Attachment field: This determined where generated PDFs will be stored.
When using the native action in SmartSuite Automations, you define the document name in the DocsAutomator action and set where the generated PDF will be stored in a subsequent automation action — see further down for more details. The fields set below will be ignored.
6. Map fields + (optionally) line items
Now it's time to map all your fields and (optionally) line items. You will be able to map any applicable field from your SmartSuite table. In case of image placeholders, an attachment field has to be mapped.
Make sure to use AI mapping to let AI guess which fields map to your placeholders
Line items will appear further down if correctly defined in your template and if your table contains linked fields.
You select the linked field you would like to use. The field mapping contains the placeholders defined in your line items table (in your Google Doc template) and fields in the selected linked table (via the linked field).
7. Create previews
Having mapped all data, it's time to create previews on the right side. Up to 50 records are loaded automatically and you can search among all your SmartSuite records to generate a preview for a specific record.
8. Start sending requests from SmartSuite
Finally, it's time to set up document creation from SmartSuite. Documents are triggered via Automations in your SmartSuite solution.
You find Automations by clicking on your solution title -> Automations.
In here, you define a trigger for when you want a document to be generated. In our example, we set "When a record matches a condition" and set a "Yes / No" field called "Create Invoice" to "Yes"
Next, we need to define the action, where we select the native DocsAutomator action:
Retrieving your API key
Here, your DocsAutomator API key has to be added the first time. You find your API key in your Workspace settings: https://app.docsautomator.co/settings/workspace/api
Next, you will be asked to pick any of your DocsAutomator automations where SmartSuite is added as a data source:
Here you define a dynamic name for generated documents as well:
The last step is adding a subsequent "update records" action to add the generated PDF to a field in your record and to turn on the automation!
FAQs
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