Automate Employee Data Compilation with Pabbly Connect, Google Forms, and Google Drive

Learn how to automate employee data compilation using Pabbly Connect with Google Forms and Google Drive in this detailed tutorial. Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To start automating employee data compilation, first access Pabbly Connect. This platform serves as the central hub for integrating various applications, including Google Forms and Google Drive.

Open a new tab and visit the Pabbly Connect website. If you don’t have an account, you can sign up for free. Once you log in, click on the ‘Access Now’ button to enter the dashboard. Here, you can create workflows to automate tasks across different apps.

2. Creating a Workflow in Pabbly Connect

After accessing Pabbly Connect, you need to create a new workflow. Click on the ‘Create Workflow’ button and name it appropriately, such as ‘Automate Employee Data Compilation’. Select the folder where you want to save this workflow.

• Click on the ‘Create’ button to proceed.
• Set up the trigger by selecting Google Forms as the application.
• Choose the event as ‘New Response Received’.

With this setup, Pabbly Connect will listen for new form submissions, allowing you to automate the data handling process efficiently.

3. Connecting Google Forms to Pabbly Connect

To link Google Forms with Pabbly Connect, you will need to use a webhook URL. After selecting the trigger event, copy the provided webhook URL.

Next, go to your Google Form, navigate to the ‘Responses’ tab, and set up a Google Sheets integration to capture responses. In your Google Sheets, go to ‘Extensions > Add-ons > Get add-ons’ and install the Pabbly Webhook add-on if you haven’t done so. Then, go back to Extensions and select Pabbly Webhook to configure your settings.

• Paste the copied webhook URL into the setup.
• Select the trigger column, typically the last data entry column.

This configuration ensures that every new response in Google Forms triggers an action in Pabbly Connect.

4. Creating Documents in Google Docs

After setting up the Google Forms trigger, the next step is to create a document in Google Docs using the data collected. In Pabbly Connect, add an action step and select Google Docs as the application.

Choose the action event as ‘Create Document from Template’. Connect your Google Docs account and select the template document you prepared for employee details. Map the employee’s name and other relevant data from the Google Forms response to the document fields.

Map all necessary fields like name, employee ID, and department. Set the document location to the appropriate Google Drive folder.

Once everything is mapped, save the action. This will allow Pabbly Connect to generate a new document each time a form is submitted.

5. Saving Documents in Google Drive

The final step involves saving the newly created document in Google Drive. In Pabbly Connect, add another action step and select Google Drive as the application.

Choose the action event as ‘Upload a File’. Connect your Google Drive account and provide the document ID from the previous step. Also, specify the folder where the document should be saved, using the employee’s name for easy identification.

Make the document sharable to generate a PDF link. Use this PDF link to upload the document into the designated folder.

After running this action, you will have a PDF document saved in Google Drive for each employee, automatically generated from their form submissions via Pabbly Connect.

Conclusion

In this tutorial, we demonstrated how to automate employee data compilation using Pabbly Connect, Google Forms, and Google Drive. By following these steps, you can streamline your HR reporting processes effectively.

Utilizing Pabbly Connect allows for seamless integration between applications, ensuring that your data management is efficient and organized.