Managing approvals and sign-offs across teams often means people need a PDF copy of the form at key stages, whether it's a signed permit going to a project manager, or a completed timesheet sent to payroll.
With Send as PDF, you can set up automatic PDF notifications on your workflow templates so that whenever a form moves into a specific workflow column, a PDF copy of it is emailed to the people who need it. This removes the need for manual exporting and forwarding and ensures the right people receive the document as soon as it has been completed.
Prerequisites
Before you begin make sure you have the following:
Plan: Pro, Premium, Platinum, or Enterprise Dashpivot plan
Permission: Org Controller, Project Controller, or Team Controller
Required Skill: Dashpivot
Device Type: Computer
Subscription: Dashpivot Web
Step-by-Step Instructions
To get started, you'll need a Workflow template with at least two columns. If you want to learn how to set one up, see How to setup Workflow templates in Dashpivot.
To configure Send as PDF notifications:
Navigate to your Workflow template and click the bell icon at the top of the workflow column you want to configure
This will open a menu, where you will find the Send as PDF feature
Choose from the dropdown who should receive the PDF when a form enters that column. Recipients can be:
Variables: dynamic groups of recipients that change based on the form
Creator (the person who created the form)
All Contributors (all Contributors with access to the team folder)
All Visitors (all Visitors with access to the team folder)
Approver (the person assigned in the Person field within the form)
Users: individual Contributors and Visitors with access to the team folder
Email recipients: external business email addresses (public domains like gmail or outlook are not supported)
You can configure Send as PDF independently for each workflow column, so different people can receive PDFs at different stages of the workflow
Your notification settings will update automatically once you make a selection from the dropdown
How Send as PDF works
When a form moves into a column that has Send as PDF enabled (triggered by an approval signature), an email is automatically sent to the selected recipients
The PDF of the completed form is linked in the email
Recipients can click a button in the email to access the PDF to their device (no Dashpivot login is required)
Notes
Send as PDF is available on Pro plans and above. If you're on a Standard plan, you'll need upgrade to any higher tier plan to access this feature.
Send as PDF works alongside existing Workflow Notifications. You can have both enabled on the same column, and they operate independently.
Each workflow column can have its own unique set of PDF recipients.
If a recipient is removed from the workspace, they will stop receiving PDF notifications.
Team Members can see the Send as PDF option in the notifications dropdown, but can only set notifications for themselves.