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How to Convert Documents to PDF (Task, Project & Folder Triggers)

The Convert to PDF automation action turns an attachment into a PDF and attaches the result back into Wrike when a status changes. It downloads the first attachment, converts it to PDF, uploads the PDF back, and leaves a comment with the conversion details.

This action now fires not only when a task changes status, but also when a project or folder changes status, so you can drive conversions from any level of your Wrike workspace.

Prerequisites​

  • A connected Wrike account (see Setting Up a Wrike Automation)
  • A Wrike workflow status you want to use as the trigger, and the folder or project you want to monitor
Start with the base setup

This guide picks up at the automation's action step. If you have not connected Wrike or chosen a trigger status and folder yet, follow Setting Up a Wrike Automation first.


Open the Wrike automation builder​

Step 1: Open the Wrike configuration​

On your template's Details page, click the "..." (three-dot) button in the top toolbar, then click Configure Wrike in the menu that opens.

Template Details page with the Configure Wrike menu item highlighted

Step 2: Start a new automation​

The Wrike Automations window opens and lists your existing automations. Click the Create Automation button near the top right.

Wrike Automations window with the Create Automation button highlighted

Step 3: Choose a trigger status​

On the When to trigger step, click the Trigger Status field and pick the workflow status that should start the automation. Then choose the automation scope (Folder Level or Account Level) and click Next.

When to trigger step with the Trigger Status field highlighted

Tasks, projects, and folders all trigger the conversion

The automation runs whenever the chosen status is applied. The conversion now also runs when a project or folder (not just a task) reaches the trigger status. The scope option above controls where the automation watches; the status change is what fires it, regardless of whether a task, project, or folder changes status.


Configure the PDF conversion​

Step 4: Select the Convert to PDF action​

On the What to do step, click the Convert to PDF card. Its description reads "Convert first attachment to PDF." Then click Next.

Action selection step with the Convert to PDF card highlighted

Step 5: Review how the conversion works​

The Configure PDF Conversion step opens with a How it works summary at the top:

  1. Downloads the first attachment from the triggering item
  2. Converts it to PDF format
  3. Uploads the PDF back into Wrike
  4. Leaves a comment with the conversion details

Configure PDF Conversion step with the Attach Document To dropdown highlighted

Step 6: Choose where the PDF is attached​

Under Attachment Destination, click the Attach Document To dropdown and choose where the converted PDF lands:

  • Wrike Task — attach to the task that triggered the automation.
  • Parent Folder — attach to the folder that contains the task.

Attach Document To dropdown open showing Wrike Task and Parent Folder options

Pick an option, then click Next.

Step 7: Name and create the automation​

On the Review & activate step, the Automation Blueprint summarizes the trigger, scope, and action. Type a name for the automation in the Name Your Automation field, then click Create Automation to activate it.

Review step with the Create Automation button highlighted


In-place versioning on re-runs​

If the automation runs again on the same task, project, or folder, the converted PDF is updated in place rather than added as a duplicate. The existing PDF attachment is replaced with the new version, so the item keeps a single, current PDF instead of accumulating copies each time the status changes.

Re-trigger to refresh

Update the source attachment and move the item back through the trigger status to regenerate the PDF. The previous PDF is replaced automatically. (If the previous PDF was deleted in Wrike, a fresh one is created instead.)


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