Easily generate PDF files from SmartSuite record content using the Generate PDF action. Whether you need to create PDFs for email attachments, save them to a Files & Images field, or use them elsewhere, this action simplifies your workflow.
Plan Availability | All plan types |
Permissions | Solution Managers or Administrators: Required for configuration |
Related Reading |
What is an Action?
An automation action in SmartSuite performs a task, activity, or event when specific conditions are met.
When Something happens (Trigger) + These Conditions are true → Then This Event (Action) occurs.
The Generate PDF action allows you to:
Create PDFs automatically using SmartSuite record content.
Use the generated PDF in subsequent automation actions, such as:
Attaching it to an email.
Saving it to a Files & Images field.
Including it in any action that accepts file inputs.
Prerequisites
Before setting up this action:
No additional setup is required for the default export template.
For customized outputs, configure a Document Designer template.
Ensure you have Solution Manager permissions or an Administrator role.
Setting Up the Generate PDF Automation
1. Create a New Automation
Open the Automations menu in the Solution dropdown.
Click Add Automation to start creating your workflow.
2. Choose a Trigger
Triggers specify when the automation runs and which records are used.
Example Trigger:
Generate a PDF whenever a bug report is added. Use the When a Record is Created trigger to initiate the automation.
3. Select the Generate PDF Action
In the Add Actions section, choose SmartSuite from the actions list.
Select Generate PDF to proceed.
How to Configure the Generate PDF Action
When the trigger conditions are met, the action generates a PDF based on your chosen settings.
Step 1: Select the Record
Choose the triggering record or a record from a prior Find Record action.
Note: Triggers like "At a scheduled time" or "When an email is received" do not support this action directly. To use these, add a Find Record action.
Step 2: Set the PDF Template
Select the export format:
Full Record Page: Default PDF layout.
Custom Template: Use a pre-configured Document Designer template for tailored formatting.
Step 3: Name the PDF
Define the PDF title by mapping it to a field from your record.
This allows dynamic naming, such as using a bug report title or customer name.
Disable Public PDF Link
If you want to generate a PDF in an automation without exposing a public document URL, you can enable the Disable public PDF link option in the Generate PDF action.
When this setting is turned on, SmartSuite will still generate the PDF successfully, but it will no longer expose a clickable Document link in places where that link would normally appear. This helps protect sensitive information by preventing the generated PDF from being opened through a public link.
What changes when this option is enabled
When Disable public PDF link is enabled:
The PDF is still generated normally
The Document title remains available as text
The Exported PDF remains available for downstream actions that accept a file
The Document link is not exposed in Run History
The Document link is not available as an output for downstream automation steps
In Run History, the PDF name will appear as plain text instead of a clickable link.
Where to find it
In the Generate PDF automation action, turn on:
Disable public PDF link
Do not expose a public link to the generated PDF
Important note about existing automations
If a later step in your automation is already using the Document link output from a Generate PDF action, and you then enable Disable public PDF link, that downstream configuration will become invalid.
For example, this can affect places where the Document link was inserted into:
Email body content
SmartDoc content
Text fields
Other mapped text inputs
You will need to remove or replace those invalid references before the automation can be saved or enabled again.
Additional notes
This setting applies to future automation runs after the change is saved
It works the same way for both Full Record Page and Custom Template PDF generation
It does not retroactively disable links that were generated in past runs
Using the Generated PDF in Actions
Once configured, the PDF can be used in various ways in subsequent automation actions:
1. As a File
The PDF is selectable as a mapping option for compatible elements.
2. As Text
Use the document’s URL or file name in a text field, email body, or SmartDoc.
This allows referencing the PDF without attaching the full file.
Smart Tips for Success
Customize Your Templates: Use Document Designer for polished, professional PDFs.
Plan Your Workflows: Combine the Generate PDF action with email or record updates for seamless processes.
Test Before Launch: Run a test to ensure the generated PDFs meet your expectations.