Automatically fill a sheet from a pdf or word doc

JamieRH
JamieRH ✭
edited 06/14/22 inAdd Ons and Integrations

I have a word form that one of our teams needs to fill out. They then send me a pdf of the form and I need to enter the data from the form into a Smartsheet log. Is there a way to automatically scan the pdf and enter the data? I can also do it from the word form if needed.

Creating the form in Smartsheet directly is not an option at this time.

I do have access to Office 365 if there is something there to help?

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  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 05/05/19

    Hi Jamie,

    It might be possible with a third-party tool like Microsoft Flow or similar.

    It's also probably possible to set up a Workflow to scan the document and extract the information needed.

    Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too,[email protected])

    Hope that helps!

    Have a fantastic weekend!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    https://workbold.com/

    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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  • JamieRH
    JamieRH ✭

    I have uploaded an example of the word report and my Smartsheet log for reference

    Report.JPG

    Smartsheet.JPG

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  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    I think it will be easier to use the text import function in Excel and then copy the information to Smartsheet.

    Would that work?

    有多少times and how often do you need to add the information to Smartsheet?

    Best,

    Andrée

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    https://workbold.com/

    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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Categories

Hi @Matthew LeMasonry<\/a> <\/p>

No, it currently isn't possible to share the Data Shuttle workflow configuration with another account. The set-up for that workflow is associated with one account. (Please let our Product team know of your feature request by filling in this form, here!)<\/a><\/p>

That said, many team members will be able to trigger<\/em> that workflow, depending on what that trigger is. For example, if the workflow is based on an attachment, any user can upload the attachment for the workflow. Does that make sense?<\/p>

If you are looking to transfer workflows because a user has left the organization, you could potentially update the Primary email address associated with the account that owns the configurations. This will allow you to gain access to the Data Shuttle workflows from the new email. Keep in mind this would need to be an email that does not currently have a Smartsheet account. See: Admin Center: Add, Edit, and Delete Individual Users with User Management<\/a><\/p>

Cheers,<\/p>

Genevieve<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":343,"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations","allowedDiscussionTypes":["discussion","question"]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":2},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":107864,"type":"question","name":"Anyone else having issues with Calendar App not Downloading PDF of entire calendar?","excerpt":"I have been on the phone with Smartsheet support this week but we have been unable to figure out what could be causing this issue. I am finding that the Calendar app is only Downloading one page of a PDF, cutting off any information that would be on the subsequent pages. Example below You can see the bottom four lines,…","snippet":"I have been on the phone with Smartsheet support this week but we have been unable to figure out what could be causing this issue. I am finding that the Calendar app is only…","categoryID":343,"dateInserted":"2023-07-20T16:17:45+00:00","dateUpdated":null,"dateLastComment":"2023-07-25T16:28:06+00:00","insertUserID":156581,"insertUser":{"userID":156581,"name":"Macorne","url":"https:\/\/community.smartsheet.com\/profile\/Macorne","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-27T17:22:01+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"updateUserID":null,"lastUserID":156581,"lastUser":{"userID":156581,"name":"Macorne","url":"https:\/\/community.smartsheet.com\/profile\/Macorne","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-27T17:22:01+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":47,"score":null,"hot":3380173551,"url":"https:\/\/community.smartsheet.com\/discussion\/107864\/anyone-else-having-issues-with-calendar-app-not-downloading-pdf-of-entire-calendar","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/107864\/anyone-else-having-issues-with-calendar-app-not-downloading-pdf-of-entire-calendar","format":"Rich","tagIDs":[449],"lastPost":{"discussionID":107864,"commentID":386931,"name":"Re: Anyone else having issues with Calendar App not Downloading PDF of entire calendar?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/386931#Comment_386931","dateInserted":"2023-07-25T16:28:06+00:00","insertUserID":156581,"insertUser":{"userID":156581,"name":"Macorne","url":"https:\/\/community.smartsheet.com\/profile\/Macorne","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-27T17:22:01+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/JTO6PBQV26S0\/pdf-cutoff-png.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"PDF cutoff.PNG"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-07-25T16:27:54+00:00","dateAnswered":"2023-07-25T12:38:16+00:00","acceptedAnswers":[{"commentID":386813,"body":"

Hey @Macorne<\/a> <\/p>

I checked in with our Support team and they confirmed that two other users had reported a similar behaviour as well. Thank you for your patience and persistence as we looked into this!<\/p>

We've since had confirmation that there has been a fix in the Print behaviour for the Calendar app as of this weekend. Please try again and let us know if this has now been resolved for you. <\/p>

Cheers,<\/p>

Genevieve<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":343,"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations","allowedDiscussionTypes":["discussion","question"]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":449,"urlcode":"calendar-app","name":"Calendar App"}]},{"discussionID":72863,"type":"question","name":"Document Builder - date format?","excerpt":"I am trying to generate certificates of completion with document builder and include the date of conferral. No matter how I enter the date into a date field (my preference is \"Friday, January 1, 2021\" as the format), it always enters in the 1\/1\/21 format. Any ideas for getting document builder to fill it correctly?","snippet":"I am trying to generate certificates of completion with document builder and include the date of conferral. No matter how I enter the date into a date field (my preference is…","categoryID":343,"dateInserted":"2020-11-04T23:06:36+00:00","dateUpdated":"2022-06-14T14:37:26+00:00","dateLastComment":"2023-07-21T23:09:55+00:00","insertUserID":128195,"insertUser":{"userID":128195,"name":"Robin Sugiura","url":"https:\/\/community.smartsheet.com\/profile\/Robin%20Sugiura","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-07T19:16:47+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭"},"updateUserID":91566,"lastUserID":150391,"lastUser":{"userID":150391,"name":"Rebecca Ortinez","url":"https:\/\/community.smartsheet.com\/profile\/Rebecca%20Ortinez","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-26T18:48:36+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":14,"countViews":791,"score":1,"hot":3294520891,"url":"https:\/\/community.smartsheet.com\/discussion\/72863\/document-builder-date-format","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/72863\/document-builder-date-format","format":"Rich","lastPost":{"discussionID":72863,"commentID":386528,"name":"Re: Document Builder - date format?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/386528#Comment_386528","dateInserted":"2023-07-21T23:09:55+00:00","insertUserID":150391,"insertUser":{"userID":150391,"name":"Rebecca Ortinez","url":"https:\/\/community.smartsheet.com\/profile\/Rebecca%20Ortinez","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-07-26T18:48:36+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2020-11-05T09:58:05+00:00","dateAnswered":"2020-11-04T23:19:01+00:00","acceptedAnswers":[{"commentID":267977,"body":"

I figured out a workaround -- if the date is entered in long form in a text column instead of a date column, it populates as entered. <\/p>

Don't know if there is another way to affect the formatting if populating from a date column.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":343,"name":"Add Ons and Integrations","url":"https:\/\/community.smartsheet.com\/categories\/apps-and-integrations","allowedDiscussionTypes":["discussion","question"]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":1},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=343&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-dateLastComment&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":626,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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