Smartsheet Row to Document Generation

Overview

This flow turns approved Smartsheet rows into finished, on-brand documents. On a daily schedule it scans a Smartsheet sheet, finds rows whose Status equals the configured "Ready" value, merges each row's cell values into a Word Online template, converts the result to PDF, saves both the .docx and .pdf to SharePoint, emails the PDF to the row's contact (Outlook), and posts the document link back onto the Smartsheet row as a comment.

Why it matters: Re-keying row data into Word/PDF documents (SOWs, work orders, certificates) is slow and error-prone. Template merge produces consistent documents straight from the sheet, with the row kept as the system of record via a comment link.

Use Case

Operations and Sales teams that capture structured intake in Smartsheet need polished documents generated automatically once a row is approved/ready — without copying values by hand and without leaving Smartsheet as the source of truth.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Smartsheet	shared_smartsheet	GetSheetData AddDiscussionToRow
Word Online (Business)	shared_wordonlinebusiness	CreateFileItem GetFilePDF
SharePoint	shared_sharepointonline	CreateFile
Office 365 Outlook	shared_office365

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Template fields

Rename the keys in Compose_Template_Fields (e.g. ClientName, ProjectName, Amount) to match your Word template's content controls, and point them at your sheet's column titles.

Per-type templates

Branch on a row Document Type column and switch flowlibs_WordTemplateFilePath to pick SOW vs. work order vs. certificate.

e-signature

After Save_PDF_To_SharePoint, route the PDF to an e-sign service (DocuSign/Adobe) before emailing.

Document numbering

Prepend a sequential/GUID number to the file name in Save_* and the email subject.

Schedule

Change the Recurrence frequency, or swap to a Smartsheet OnRowCreated/OnUpdatedSpecificSheet trigger for near-real-time generation.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@equals(item()?[variables('varStatusColumn')], variables('varReadyStatus'))

"ClientName": "@item()?['Client Name']"

"dynamicFileSchema": "@outputs('Compose_Template_Fields')"

@body('Save_Docx_To_SharePoint')?['Id']

@{concat(item()?[variables('varDocNameColumn')], '.pdf')}

[{ "Name": "...pdf", "ContentBytes": "@body('Convert_Docx_To_PDF')" }]

@{concat('Generated document saved to SharePoint: ', body('Save_PDF_To_SharePoint')?['Path'])}

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