Important steps to ensure automated uploads work correctly
- The Workflow Automation Bot must be added to the group in case there is an access limitation within the folder where you want to upload the file.
- The file name has to be unique.
- You need to be on the full version of Documents Library.
⚠️ You need to first add to your workflow the action “Convert form submission to a PDF”, so that you can reference the generated PDF file.
☝️ We also advise adding the action “Retrieve user profile” which will help you reference the user fields such as First and Last Name in the “File name” or “Folder path” fields.
Using the fields
File name - this is the name of your document which will be visible in the document library. You can either reference the name which you gave to your file in the “Convert form submission to a PDF” step using magic variable “File name” or you can give a different name using magic variables i.e. Form name_User display name_Submission time.
⚠️ Remember, the file name has to be unique, otherwise you will not be able to upload more than one file. Therefore to generate the file name, use magic variables to such as “Submission Time” or “Submission ID”
Folder path - you can create a subfolder or a path of subfolders within the parent folder and upload your file there. For example you can create a subfolder per employee or per submission time. If the subfolder already exists, the file will be uploaded there. To do that, use magic variables:
Example of how to create a subfolder: First Name_Last Name or Submission Time
Example of how to create a path of subfolders: Form name/User display name
This is the result when a path is created using magic variables:
Folder ID - this is the ID of the folder where you want to upload the file. You can copy the ID from the URL in the dashboard section. Click here to learn how to find the Folder ID.
File attachment(s) - use the magic variable “Generated PDF file key” from the “Convert form submission to a PDF”.