Email the PDF after a Workflow Hand-off

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24 comments

  • Official comment
    Avatar
    Chip Phillips, Community Manager

    Howdy All,

    Thank you for continuing to check in on this Feature Request! As I understand from our Product Managers, they are actively discussing how best to implement the ability to email and/or view a PDF anytime during a Workflow. There is no estimated timeline for this functionality, but I have shared your feedback and comments directly with our Product Team.

    Currently, there is a way for a user to view a Submission PDF as they complete a Handoff. This functionality is similar to the option to Show PDF after Sync option when a user completes a submission. 

    There are two key items that need to be enabled for a user to view a PDF as they complete a Handoff:

    1)Mobile Submission Viewing needs to be enabled from the App Settings page

    2)The user needs to be the owner of the submission that is being handed off. Depending on the number of Handoff steps for the particular App, the Workflow Settings may need to be updated to have the submission owner be The submitter of the handoff.

    Once these two settings are enabled, there will be an option to Show PDF after sync at the Handoff Submission screen:

    Enabling this option will show a copy of the in-progress Submission PDF on the user's mobile device after they sync.

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  • Avatar
    Rich Hammond

    I think this is a good idea but would also like to see the ability to use the same app to generate 2 different PDFs based on where the submission is at in the workflow chain.  As an example after the completion of the first handoff a PDF is sent to the parties that need the initial submission info.  After completion of the final handoff a different PDF is sent to the parties that need the final submission.   Both PDFs would be tied to the same submission

     

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  • Avatar
    Sara Kaplow, Community Manager

    Update: This is on the roadmap for 2018. Things could always change, but for right now, it's looking good!

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    David Nichols

    Yes, having a different set of auto email options for the final PDF would be awesome

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    Heil Quality

    So, what's the status of this new feature? is it already implemented? Very much need it!

    Thanks!

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  • This is still on the roadmap. I can't give any more details than that, but will update when it's live. 

    All of that said, you can get the data from a Workflow after each handoff using either the API or Zapier (it just won't be in a pdf). Some info here: https://help.gocanvas.com/hc/en-us/community/posts/360000765007-Workflow-Tracker. 

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    Dylan Aafedt

    Any updates on this? In addition, I would like to see the PDF download link in GoCanvas updated with each handoff in a workflow. Currently, it appears that the link is only updated after the first hand-off.

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  • Avatar
    Sara Kaplow, Community Manager

    Hi Dylan,

    So you CAN do this with Zapier now. Similar to what's here except you can use the actual file as an attachment: 

    One thing to note here is that your Email Options have to be set to Link (as opposed to Attachment) in order for this to work. 

    I occasionally have issues getting Zapier to recognize the link accurately. In those cases, setting the Email Options to Attachment, doing a Submission, and then switching back to Link and doing another Submission usually does the trick. 

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    Keith McQuait

    Good info!  I have a need for this right now and I am definitely going to use this. Thanks!

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    Health & Safety - Raglan

    Has there been any change or do we still have to use the Zapier path?

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  • Hi Alan,

    Still a Zapier thing, but we have been making strides towards some functionality that would make this possible without outside help. I'm not really supposed to talk about it (shh, don't tell), but I'll update this when I can give more details. 

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    Christopher Banks

    I will chime in with my support for this functionality. Anything to be able to generate multiple PDFs at multiple points in the process.... 

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    Dylan Aafedt

    I agree - I'm spending a lot of time building Zaps to achieve this function, which have their own limitations. I'm hoping we can see this before the end of 2019!

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    Health & Safety - Raglan

    Thanks Sara.  The sooner the better.  What we would like to be able to do is give the guys in the field the paper PDF of the workflow. A bit old school but when your hands are covered in engine oil  a electronic device is not the thing to be using

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    Health & Safety - Raglan

    Hi Sara,

     

    I have found a way to print the Interim PDF.  If you go to Workflow and dispatch and click on the workflow you want to print. Click on view PDF. Click on print.  This is perfect to hand out to crew who need to to do the work (formatting isn't by that is my layout problem not anything else).  

     

    Regards

     

    Alan

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  • Glad to hear that will work for you, Alan!

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    Steve Turner

    It would be good if we had the option of emailing a workflow PDF part completed i.e. email the current filled form prior to completion. I ask this because I use this as a permit to work system.

    I create the permit which goes into the workflow ready to be signed off after the works are complete, but I need to be able to email the contractor a copy of the live permit (Part filled). At the moment I am having to log into the desktop version to view the part filled in form and email the PDF out that way (As Sara mentioned). I would be amazing if i could do this via the tablet instead of requiring the PC and trek back to my office each time. The site we operate on is huge so its making issuing permits rather time consuming if i cant email the contractor the live permit on the mobile device. 

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  • Avatar
    Chip Phillips, Community Manager

    Howdy Steve,

    Thank you for this feedback and detailed use case! At this time, our Development team is still considering the option to email a partially completed Submission PDF directly from a mobile device at the Handoff step.

    The potential workaround via Zapier that Sara previously mentioned could save the step of returning to your desktop computer to download the partially completed form. You could use Zapier to trigger an email with the mid-Workflow PDF to be sent to your inbox, then you could forward that email to the contractor from your mobile device.

    I understand the additional effort that comes with initially setting up a Zap to receive the mid-Workflow PDF. We absolutely recognize the challenges that this feature would solve and will continue to review this request during our roadmapping process.

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    Keith McQuait

    I'm thinking I tried the mid workflow email thing and it creates another problem. Like, the mid workflow version is the only one you get in subsequent (conditional) zaps.

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    Dylan Aafedt

    Chip's suggestion still only works after the first handoff. Subsequent handoffs still don't work, including the completed form. The PDF documents for subsequent handoffs show only the data that was submitted int he first handoff. This is a bug that I've been asking to be fixed for 9 months.

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    Whilyn Pillo

    I was looking for the same function - email PDF after a workflow handoff. A bit disappointed that this thread started 2 years ago without the function until now. 

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    Irene Hess

    I strongly agree that there needs to be a PDF view of an order when it is handed off in workflow. There is too much room for error asking employees to flip through the many sections of the app I created in order to get all information necessary to fulfill the order. There should also be a PDF of the submitted order sent to the customer saying we received the order and we are working on it. 

    This would solve all of my current problems using paper order forms. I am also disappointed that this thread started 2 years ago and hasn’t been resolved. I am sure it’s an issue for many others as well.

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  • Avatar
    Irene Hess

    In reply to Chip Phillips:

    My question to you (the developers) is, if the PDF is being generated in each step of workflow for us to view, why is it so difficult for you to have that file link pulled from the app and sent to an email? In order for us to view it after each step it is already being generated on the back end. 
     
    This is absolutely essential for my use with GoCanvas in our small business, and I am trying to work with Zapier but it is not pulling the correct PDF's for me. 
     
    If I cannot find a solution to have emails with updated PDF's sent during each step in workflow I will have to discontinue my subscription to GoCanvas and find another app option.
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  • Howdy Irene,

    If you are using Android devices, the native PDF Viewer allows you to share the file via multiple platforms, including email. When viewing the PDF on an Android device, click the three vertical dots in the upper right corner and click Share File:

    For iOS devices, implementing the means within GoCanvas to email a PDF at each Handoff would have added time to the development process, delaying the release of being able to view the Submission PDF during a Workflow. Our Product Team wanted to prioritize the functionality to view the PDF on mobile devices at time of Handoff, to get that feature in user hands sooner.

    Our Product Managers are currently planning new enhancements to collaborative features within GoCanvas, which we will be sure to share in the Community as major updates are released.

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