New instructions for using images in Autocrat.

[Joseph Schmidt]

I spent some time understanding the options for using images in Autocrat.  I'm so thankful for those who shared ideas in recent months.  

As usual, I just added a little value to what others have taught me.  It took some time for me to understand why the suggestions worked.

The reason using a thumbnail works is because it only returns a file of the size needed.  The old process returned the whole file.  As we all know the image files can be rather large with high-resolution phones and cameras.  I believe the reason Autocrat was failing was that the files were too large to be returned by Google in a timely manner.

The key to success is to not set the thumbnail size any larger than is needed.  500 is an image 5 inches wide. For most applications, a number less than 500 will be more successful.

I created two examples where each row had a wider thumbnail returned.  (a little trickery was used).  See Did not specify an image width in Autocrat.  700 wide is the highest practical width in portrait mode. I had the merge tag inside of a one-cell table so that the image couldn't become wider than would fit on a page.  I could have changed the border to white.

See Fixed width of 500. You will notice that when a width less than 500 was used in the URL, the photo is pixelated.  When a width was higher than 500 there was no increased clarity.  Higher than 500 just slowed Autocrat down.

See the instructions below or at the FAQ.

How do you merge images from Google Drive?  

Note - These formulas were written where a comma is the separating operator.  You may have to use semicolons. (This formula will only work for photos collected using a Google Form.  Other URL’s might need similar changes.)

If you only have allowed a single image, then this formula will work. 

=arrayformula(if(row(A:A)=1,"photoid1",substitute(D:D,"open?","thumbnail?sz=w500&")))

If you have allowed multiple images to a question, insert as many columns in the sheet as you allowed images plus one and put this formula in row one of the first new column.. Adjust this formula as necessary.

=arrayformula(if(row(A:A)=1,"photoid1 photoid2 photoid3 photoid4 photoid5",substitute(D:D,"open?","thumbnail?sz=w500&")))

Then in the second new column put =arrayformula(SPLIT(E:E,", "))  I used two formulas to keep it simple.  You could combine as you wish.

See Example spreadsheet  in example folder.  The “formulas and explanation” sheet explains the formulas.

Remember that arrayformulas work best if there are no empty rows.

Joe Schmidt

 GLUA...@gmail.com

New Visions Blog Entry - Joe Schmidt

[ete...@gmail.com]

Thanks Joe, I was a bit worried about using thumbnails but setting the width to 500 is working fine on one of my jobs that I've been testing today. I'll edit my other job which gets more traffic to see if Autocrat runs it OK.

[Emma Riddell]

As usual Joe, you are brilliant! I have been playing around with a staff reimbursement form where they can upload 3 different types of files (Word, PDF & Image) for the supporting documentation, to produce one PDF document (the Claim & Uploads). I got stuck with the substitution formula but found that your suggestion of thumbnail works even better and have managed to create it in one step rather than 2. 

I also changed Autocrat to run on an hourly timer and not on form submit to slow it down and enable all of the images to generate before the final PDF document was created. This also allows for a slightly larger thumbnail size for the final document (I found that 500 was slightly too small on the finished document)

=arrayformula(if(A:A="", ,split(if(row(A:A)=1,"Doc1,Doc2,Doc3,Doc4,Doc5",substitute(trim(AB:AB),"drive.google.com/open?","docs.google.com/thumbnail?sz=w640&")),", ",TRUE,TRUE)))

This has been a huge breakthrough for me, so thanks 🤗!!!

Emma Riddell

[Joseph Schmidt]

Thanks for letting me know it has improved the performance.  500 should result in a good image up to 5 inches wide in my testing.  

650 is way way smaller than having Google deliver the full file size.  In my testing I couldn't tell the difference.  I doubt if anyone will ever need anything higher than 1000.

Here is something I might add to the instruction.  One could put the link to the original file as a link below the included image.  Then if someone really needed the full image to zoom way in, they could get the large file with a click.  I have not had time to test that but it is on my list.

Actually,  I just did some improvement on what someone had suggested.  I think they had the thumbnail at 100 and that became blurry real quick.

I grateful to be able to help.  It is my hobby.  I never did take up golf.  

Take care, 

Joe Schmidt

 GLUA...@gmail.com

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[glua...@gmail.com]

See photo and link for seeing both the image and a link to the full file.  With this option, the image can be smaller with a link to see the full file.  Sort of the best of both worlds.

[glua...@gmail.com]

A couple of additional thoughts on images.  I can think of a few steps and how we can make them better.

• Getting the image based on an URL Set the width of the thumbnail to the size you will be using.  Google has to reduce the file to this size.
• If you set the size of the image in Autocrat, a process has to happen to resize the image to this size.  If you are asking for the correct size in the above step, why resize again?  Do not add size in the Autocrat setup.
• If the image is being placed in a table, a resize operation will have to take place if the image is too big.  Make the size of the thumbnail a size that will fit in the table.

In my testing, I couldn't see any difference when the thumbnail was larger than needed. 

In my testing, the best thing to do if you want the full image, include a link to the image. 

[Emma Riddell]

Hi Joe,

You are right, as usual. I had to add some more columns to split the uploaded URLs to be able to add hyperlinks, to the underlying documents as the thumbnail approach only adds the first page on a multi-page upload, on my Autocrat document. Everything else works perfectly. 

Ngā mihi maioha

Emma

Emma Riddell Payroll Manager / Board Secretary Papanui High School PO Box 5220, Papanui, Christchurch 8052 P: 03  352 6119 ext 809 DDI: 03 375 0071 E: r...@papanui.school.nz

My School, My Success, My Responsibility

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[Joseph Schmidt]

Emma,

I talked with a friend who works for Google and told him that I couldn't locate any documentation on "thumbnails".  He said that some engineer probably added the feature and didn't bother to document it.

One additional thought.  I recently posted a video to the Autocrat group about QR codes.  If your documents might be printed, you could add a QR code in addition to the thumbnail and link.

QR codes were something I knew very little about but they are fascinating.  You would have the best of all worlds.

See QR codes video

I was so happy to help.

Joe Schmidt

 GLUA...@gmail.com

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[Emma Riddell]

Thanks Joe,

Because we are working towards a paperless office the documents aren't to be printed (unless requested during the Annual Audit visit), 

QR codes are GREAT! I have been using them for a quite while but for other projects; Leave Application form, Staff Reimbursements, Covid Register, Inventory/Asset Register etc.

Ngā mihi maioha

Emma

Emma Riddell Payroll Manager / Board Secretary Papanui High School PO Box 5220, Papanui, Christchurch 8052 P: 03  352 6119 ext 809 DDI: 03 375 0071 E: r...@papanui.school.nz

My School, My Success, My Responsibility

Tōku Kura, Tōku Tiketike, Tōku Haepapa

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[southbridge forest]

I can't get the formula to work on my spreadsheet. can anyone please look at this and tell me what I am doing wrong?
https://docs.google.com/spreadsheets/d/1Wc1sgHOFNtMDVVW6BJ43W125FFto6bS2JWhDNJEwBtw/edit?usp=sharing

[Sabitha Varghese]

Is there a way to insert an image in the merge if I have links of the same from google drive. No google forms upload in this scenario. All information is collated in a google sheet and merge has to run with inserting photos

[Joseph Schmidt]

I would change the URL to the image so it matched this format.  https://docs.google.com/thumbnail?sz=w500&id=1dImlCYYXFiCaNBmPrKp079W97JM4kN3r

If the image is the same for every document, you should be able to just insert the image.

Joe Schmidt

https://www.youtube.com/c/JoeSchmidt

 GLUA...@gmail.com

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[Glenn Wilkins]

How do I get around the warning message " Warning: Some formulas are trying to send and receive data from external parties." and then the "Allow access" button in order to see the thumbnails.?

Because if I generate a PDF of my Gsheet template in Autocrat, the image has a "#REF!" in its place.

Thanks!

[Joseph Schmidt]

I don't know of a workaround.  Google now requires the "allow" on an image function in new spreadsheets.

Is it possible to use a document for a template?  

Joe Schmidt

https://www.youtube.com/c/JoeSchmidt

 GLUA...@gmail.com

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[Glenn Wilkins]

Joe,

I made this beautiful Gsheet form template with checkboxes.   Based on your answer in the Gform it will set the corresponding checkbox value to TRUE and the box is checked.  Not sure I can duplicate that in GDocs.

But you are saying that images appear properly in Gdocs?

Thanks,

Glenn

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[Joseph Schmidt]

I would like to see the template.  I don't believe there is an issue with a document.  

I would like to see the spreadsheet template.  GLUA.Joe @ Gmail.com.

Joe Schmidt

https://www.youtube.com/c/JoeSchmidt

 GLUA...@gmail.com

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[Joseph Schmidt]

The best thing to die is test the tricky items before you build the whole template.

Joe Schmidt

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[Glenn Wilkins]

I hear you Joe! But what would be the fun in that?!  I usually try to plan out my forms and the workflows ahead of time, but usually once I'm well into it I say, " wouldn't it be cool if I could do...." and then I start making changes!

It's really strange though that I can get the images to appear on my working form, but the test form I set up with you in the  shared folder, I can't. Everything looks the same to me. It must have something to do with permissions inside our domain.

I'll keep you posted on how it goes. Always honored to get advice from you!

Have a great weekend!

Glenn Wilkins
Business Systems Analyst/
Facilities and EHS Coordinator

89 North, Inc.
20 Winter Sport Lane, Suite 135
Williston, VT  05495
direct 1.802.428.2685
toll-free 1.877.417.8313
office 1.802.881.0302
fax 1.802.881.0308

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