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Hello everyone,

I am trying to create the following:

  1. My workers fill up their timesheet using paperform > a custom PDF file is generated.
  2. Using zapier > The custom PDF gets sent to the supervisor of the worker (sent based on location chose by worker)
  3. The supervisor will receive an invitation to sign using signnow
  4. After the documents are all signed > I want zapier to gather all these PDFs and send them to the accountant in one email

I have managed to build most of it. I am stuck at the 5th step now.

Every week its different number amount of workers. So i can’t just tell zapier to gather certain amount of signed documents. That has to be dynamic.

So I connected it to google sheets and i filter it using Week ending and date.

 

Now after the supervisor signs the document, zapier is updating the last column and adding Y under the signed.

How do I tell zapier now when all week ending 2021.09.26 got Y next to them, you can proceed to next step?

I was trying to get this lookup

and then use this

but i dont know if that works

Let me know if theres another way.
 

This post has been edited by a moderator to remove personal information. Please remember that this is a public forum and to remove any sensitive information prior to posting.

Hi @Castorcontracting 

Perhaps consider using a GDrive Folder.

GDrive: https://zapier.com/apps/google-drive/integrations#triggers-and-actions

 

Create a new GDrive Folder every week (e.g. Monday at midnight)

Schedule: https://zapier.com/apps/schedule/integrations

 

All the PDFs would be put into the respective GDrive Folder for the given week.

 

Then send the link to the week’s GDrive folder to the accountant via email.

Gmail: https://zapier.com/apps/gmail/integrations

@Troy Tessalone 

Yes, that’s the plan. its just a problem of how do I tell zapier all documents are now signed, proceed with the share now.

Remember every week i might have different number of workers signing in

So zapier needs to know if 4 workers submitted, then after all 4 gets signed by the supervisor - get that onedrive folder and share it with the accountant

Hi @Castorcontracting 

You’d likely need to involve some sort of an operational database such as Airtable.

Airtable: https://zapier.com/apps/airtable/integrations#triggers-and-actions

 

The concept would be to have requests logged and linked.

E.g.

Data Sets: Weeks, Requests

Requests would be linked to Weeks.

Request statuses would need to be set/updated. (sent, signed)

Then a formula field could be used to determine if # Sent = # Signed

This would then trigger the Zap to send the email with a link to the shared Folder.

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