Automate Warning Letters with Google Sheets, Google Docs & Gmail Using Pabbly Connect

Learn how to automate warning letters with Google Sheets, Google Docs, and Gmail using Pabbly Connect. Follow our step-by-step tutorial for seamless integration. This comprehensive guide reveals exactly how to connect your applications and automate repetitive tasks — accessible for professionals of all technical backgrounds.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate warning letters using Pabbly Connect, start by accessing the platform. Visit the official Pabbly Connect website and sign in or sign up for a free account. This is essential to create workflows that integrate Google Sheets, Google Docs, and Gmail. using Pabbly Connect

Once logged in, you will see the Pabbly Connect dashboard. Here, you can create a new workflow by clicking on the ‘Create Workflow’ button. This is where you will set up the trigger and actions for automating warning letters.

2. Setting Up Trigger with Google Sheets

The first step in automating warning letters is to set up a trigger using Google Sheets. In your Pabbly Connect dashboard, select Google Sheets as your trigger application and choose the trigger event as ‘New or Updated Spreadsheet Row.’ This will initiate the workflow whenever new employee details are added. using Pabbly Connect

• Select Google Sheets as the trigger application.
• Choose ‘New or Updated Spreadsheet Row’ as the trigger event.
• Copy the provided webhook URL to connect Google Sheets with Pabbly Connect.

After pasting the webhook URL in Google Sheets via the Pabbly Connect Webhooks add-on, set the trigger column to the final data column. This will ensure that the entire row is sent to Pabbly Connect whenever new data is added.

3. Creating Warning Letters with Google Docs

After setting up the trigger, the next step involves creating warning letters using Google Docs. In Pabbly Connect, select Google Docs as your action application and choose the action event ‘Create Document from Template.’ This allows you to generate a document based on a pre-defined template. using Pabbly Connect

To proceed, you will need to connect your Google Docs account to Pabbly Connect. After successful authorization, select the template document named ‘Warning Letter’. Then, map the employee details from the Google Sheets data to the respective fields in the document template.

• Select the template document to use for the warning letter.
• Map employee name, misconduct description, date, and duration to the document fields.
• Save the document in Google Drive under the ‘Warning Letters’ folder.

After mapping all necessary fields, you can save and send a test request. This will create a new warning letter document in your Google Drive, populated with the employee’s details.

4. Saving the Document as PDF in Google Drive

Once the warning letter is created, the next step is to save it as a PDF in Google Drive. In your Pabbly Connect workflow, add another action step and select Google Drive as your action application. Choose the action event ‘Share a File with Anyone’ to facilitate this process. using Pabbly Connect

Connect your Google Drive account to Pabbly Connect and map the document ID received from the previous Google Docs action. This step is crucial as it allows Pabbly Connect to identify which document to convert and save as a PDF.

Map the document ID to share the created warning letter. Receive a PDF link in response after sharing the file. Ensure the document is saved correctly in the designated Google Drive folder.

After successfully sharing the file, you will receive a PDF link, confirming that the document has been saved as a PDF in your Google Drive.

5. Sending the Warning Letter via Gmail

The final step in this automation process is to send the generated warning letter PDF via Gmail. In Pabbly Connect, add another action step and select Gmail as your action application. Choose the action event ‘Send Email’ to initiate the email sending process. using Pabbly Connect

Connect your Gmail account to Pabbly Connect, and map the recipient’s email address from your Google Sheets data. Fill in the subject line, sender name, and email content, ensuring to include the PDF link as an attachment.

Map the recipient’s email address from Google Sheets. Enter the email subject and content, including dynamic variables. Attach the PDF link received from the previous Google Drive action.

After completing these steps, click on ‘Save and Send Test Request’. This will send the email with the warning letter PDF attached, completing the automation process.

Conclusion

By using Pabbly Connect, you can effectively automate warning letters with Google Sheets, Google Docs, and Gmail. This integration streamlines the process, ensuring that every new employee detail results in a dynamically generated warning letter sent directly via email.