Generate PDF turns a record into a PDF file inside an automation. A later step then uses the file, for example to attach it to an email or save it on the record.
The action does not save the PDF anywhere by itself. You add the step that puts it where it belongs.
Example: a Risk Register table in an Enterprise Risk Management solution. When a risk is accepted, the automation builds a PDF of the risk record named after the risk. It saves the file in the record's Files and Images field and emails it to the auditor.
Plan Availability | All plan types. |
Permissions | Administrators, in any solution, and Solution Managers, in the solutions they manage, create and manage automations. |
Platform | Web |
Related Reading |
How do I add the action?
Open Automations from the Solution Menu and select Add Automation.
Pick a trigger, such as When a record is updated.
Under Then do this, select Add Action.
Under SmartSuite Actions, select Generate PDF.
Export Record Page needs no setup. For your own layout, build a Document Designer template for the table first. See Document Designer: generate a PDF from a record.
The Generate PDF Action Settings with Select record to generate PDF from, Generate PDF, PDF Title and Disable public PDF link.
Select record to generate PDF from
Choose Trigger, the record that started the automation, or an earlier Find records step. + Create new Find Records action adds one above this step.
Some triggers have no record, such as At a scheduled time or When webhook is received. The action then says you first need to get records with Find records, with a link to add one.
Generate PDF
This setting is required, and nothing is selected at first.
Export Record Page: the record page as it is.
Templates: the table's Document Designer templates, for your own layout. Page size and orientation come from the template.
PDF Title
PDF Title is required and starts as SmartSuite PDF. Type a name, insert values with the + icon, or both. The file takes the title plus .pdf.
For the risk, the title is the risk's title plus Sign-off, such as Data center flood risk Sign-off.pdf.
Disable public PDF link
Turn this on to keep SmartSuite from exposing a public link to the file. It is Off at first.
With it on:
The PDF is still generated.
Exported Pdf, the file, and Document title still reach later steps.
Document link is not offered to later steps.
Run History shows the PDF's name as plain text, not a link.
The setting applies to runs after you save it. It does not disable links made by past runs.
Warning: If a later step already uses Document link, turning this on makes that value invalid. The step shows Deleted field and Please remove invalid values. Remove the value before you save.
How do I use the PDF in a later step?
As a file:
In a later action, find the input: the Attachments of Send an Email or Create a comment, or a Files and Images field in Create a record or Update records.
Select the + icon, then Use data from Action: Generate PDF, then Exported Pdf.
As text, insert Document link or Document title into a text field, an email or a SmartDoc. Document link is listed only while Disable public PDF link is Off.
The + picker of an Attachments input showing Use data from Action: Generate PDF with Exported Pdf.
Tip: Generate PDF has no Test Step. Run the automation on a test record and open the PDF before you switch it on for real records.
Frequently asked questions
Why is my PDF not on the record?
Why is my PDF not on the record?
The action does not save the file by itself. Add Update records and put Exported Pdf in a Files and Images field.
Can I set the page size or orientation?
Can I set the page size or orientation?
Not in the action. Page size and orientation come from the Document Designer template.
Can I use Generate PDF with a scheduled trigger?
Can I use Generate PDF with a scheduled trigger?
Yes, with a Find records step first. A scheduled trigger has no record, so the action needs one from Find records.
What does the file name look like?
What does the file name look like?
It is the PDF Title plus .pdf. With the default title, the file is SmartSuite PDF.pdf.
Why is Exported Pdf not in the picker?
Why is Exported Pdf not in the picker?
The picker opens on the trigger's values, such as Fields from Trigger. Select the < arrow in the top left of the picker to list every source. Then select Use data from Action: Generate PDF and Exported Pdf. The Generate PDF step must come before the step that uses the file. See Automations: Using Action Data.
Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.
Last verified 10 Nov 2026.