Workflows & Best Practices
Workflows & Best Practices
David Schenkler
David Schenkler
·Posted in Workflows & Best Practices

Easy Automated File Conversion

Prerequisites

Warning: This use case requires access to the following apps and features:

  • Workflow Builder (Pro/Enterprise) - for automation

  • File Converter (Free/Paid) - for file conversion automation

  • Workflow Blocks: Formula (Free) - for workflow builder automation

  • DocuGen (Paid) - use-case specific for contract generation and contract signing

Please note that I have exchanged the names here for simplicity. File column Original is actually "Original Bank Doc" and Converted is actually "Proof of Bank Account" on my board.

The Problem

When our clients sign contracts, they must submit their banking details and upload a document proving their bank status. We collect this information prior to contract signing and use DocuGen to insert the document directly into the contract itself.

Unfortunately, DocuGen only supports uploading JPEG or PNG file types into generated documents. Because we cannot rely on clients to consistently upload the correct formats, we needed an automated solution to convert any incoming file type into a JPEG.

The Solution

To resolve this, I set up a system using specific columns and automated workflows to detect file types and convert them dynamically.

1. Column Setup

  • File Columns:

    • Original: Stores the document originally submitted by the client.

    • Converted: Stores the final JPEG file used for the contract.

  • Status Columns:

    • File Type: Contains labels for expected extensions (e.g., docx, .jpg, jpeg, .png, .pdf, xlsx). This also gets auto-updated with the workflow below.

    • Convert to JPEG: Contains Yes and No labels (used to streamline our automation triggers).

2. The Workflow Automation Steps

  • Step 1: Detect the Extension
    I created a Workflow Builder automation that updates the File Type status column based on the original file. Using the Workflow Blocks: Formula RIGHT block, the system captures the last 4 characters of the Original file link. (Using 4 characters ensures we capture both 3-character and 4-character extensions). The trigger for firing this workflow can be customized to your specific board needs.

  • Step 2: Conditional Routing

    • If the file needs conversion: A board automation checks if File Type is NOT jpeg or jpg. If it isn't, the automation changes the Convert to JPEG status to Yes.

    • If the file is already a JPEG: A separate board automation checks if File Type IS jpeg or jpg. If it matches, it bypasses conversion and copies the file from the Original column directly into the Converted column.

  • Step 3: File Conversion
    Using the File Converter app, I set up a recipe: When Convert to JPEG changes to Yes, convert the file in Original to jpg and place the output into the Converted file column.

The Result

With this workflow in place, every uploaded document is automatically normalized into a JPEG format. DocuGen can then seamlessly pull the file from the Converted column and place it directly into our generated contracts, leaving them ready for client signatures.