Automate SOP Documentation with Pabbly Connect: A Step-by-Step Guide

Learn how to automate SOP documentation using Pabbly Connect with Google Sheets and Gmail without coding. Follow our detailed tutorial for seamless integration. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To begin automating SOP documentation, access Pabbly Connect through your web browser. You can reach the homepage by entering the URL Pabbly.com/connect. Once on the homepage, you will find options to sign in or sign up for a new account.

If you are a new user, click on the ‘Sign Up for Free’ button to create an account. Existing users can simply click on ‘Sign In’. After signing in, you will have access to the dashboard where you can manage your workflows. This is where the automation begins.

2. Creating a New Workflow in Pabbly Connect

In this section, we will create a new workflow in Pabbly Connect. To do this, click on the ‘Create Workflow’ button on your dashboard. A dialog box will appear asking for a name for your workflow. Enter ‘Automate SOP Documentation’ and select the folder where you want to save this workflow.

• Click on ‘Create’ after naming your workflow.
• You will see two windows: Trigger and Action.
• Select Google Sheets as the Trigger application and Gmail as the Action application.

Understanding the trigger and action is crucial for setting up your automation. The trigger will activate when a new row is added to Google Sheets, and the action will send an SOP document via Gmail to the new employee.

3. Setting Up Google Sheets with Pabbly Connect

To set up the connection between Google Sheets and Pabbly Connect, select Google Sheets as your trigger application. Choose the trigger event as ‘New or Updated Spreadsheet Row’. This event will trigger the workflow whenever a new row is added to your spreadsheet.

Next, you will see a Webhook URL provided by Pabbly Connect. Copy this URL as it will be used to connect Google Sheets to Pabbly Connect. Now, go to your Google Sheets and navigate to Extensions > Add-ons > Get Add-ons to install the Pabbly Connect Webhooks add-on.

• Search for ‘Pabbly Connect Webhooks’ and install it.
• After installation, go back to your spreadsheet and refresh it.
• Select ‘Initial Setup’ and paste the Webhook URL you copied earlier.

Set the trigger column to the last column containing data. Once set, click on ‘Send Test’ to ensure the connection is successful. If everything is configured correctly, you will see a success message in Pabbly Connect.

4. Integrating Gmail with Pabbly Connect

Now that Google Sheets is connected, it’s time to set up Gmail as the action application in Pabbly Connect. Select Gmail and choose the action event ‘Send Email’. You can either create a new connection or use an existing one. If creating a new connection, follow the prompts to authorize Pabbly Connect to access your Gmail account.

Once connected, you will need to fill in the email details. Map the recipient’s email address from the Google Sheets response so that it dynamically updates with each new row added. Enter a sender name, subject, and email content. You can customize the email content using mapped fields for personalization.

Set the email subject as ‘Standard Operating Procedure for [Company Name]’. Include a message body that greets the new employee. Attach the SOP document link in the email.

After entering all the required information, click ‘Save’ and send a test email to ensure everything works correctly. Check the recipient’s inbox to confirm the email was successfully sent.

5. Testing the Automation Workflow

With both Google Sheets and Gmail integrated through Pabbly Connect, it’s time to test the automation. Add a new row in your Google Sheets with the new employee’s details. Ensure that the information is complete up to the trigger column.

Once you add the new row, Pabbly Connect will automatically capture this data and trigger the email action. Check the Gmail inbox of the new employee to confirm that they received the SOP document successfully.

This automation allows you to streamline the onboarding process for new employees without any manual efforts. You can modify the email content or spreadsheet structure as needed to fit your organization’s requirements.

Conclusion

In this tutorial, we demonstrated how to automate SOP documentation using Pabbly Connect with Google Sheets and Gmail. By following these steps, you can efficiently send SOP documents to new employees without any coding skills. This automation not only saves time but also ensures consistency in onboarding processes.