Automated QA documentation workflow that

Automated QA documentation workflow that generates forms, collects field signatures, and files completed records into project folders.

The Challenge: Quality assurance documentation was previously handled through manual processes that required multiple steps between field teams and the office. This created delays, inconsistent filing, and additional administrative overhead.

The goal was to design a system that allowed field leaders to complete QA documentation on-site while ensuring the office received properly filed records automatically.

The Solution: I designed an automated QA documentation workflow that connects Smartsheet, Google Forms, Google Drive, and Apps Script to manage the full lifecycle of QA records.

Crew leaders trigger the process directly from Smartsheet, which generates the QA document and sends it to the appropriate recipient. Once signed, the system detects the completed file and automatically attaches it to the correct project record.

Key Features

• Document Generation: QA documents are generated automatically from project data when triggered from Smartsheet.

• Field-Friendly Process: Crew leaders can complete the QA process on-site using mobile-friendly forms and signature tools.

• Automated File Detection: Scripts monitor the signed document folder and detect when completed forms are uploaded.

• Auto Filing & Record Linking: Completed QA documents are automatically attached to the correct Smartsheet row and stored in the project folder.

• Status Tracking: The system logs notes such as document generation date, filing success, or manual review flags.

Outcome: The QA process now runs through a structured automation workflow rather than manual tracking. Documentation is generated, signed, and filed consistently while reducing administrative effort for both field teams and office staff.