Automate Employee Transfers: Using Pabbly Connect with Google Sheets and Gmail

Learn how to automate employee transfer letters using Pabbly Connect, Google Sheets, and Gmail in this detailed tutorial. Simplify your HR tasks effortlessly! Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Employee Transfers

To automate employee transfers, start by accessing Pabbly Connect. This platform enables seamless integration between Google Sheets, Google Docs, and Gmail to simplify the process of creating and sending transfer letters.

Visit the Pabbly Connect homepage by typing ‘Pabbly.com/connect’ in your browser. If you’re a new user, click on the ‘Sign Up for Free’ button to create an account, which gives you 100 free tasks monthly. Existing users can simply sign in.

2. Creating a Workflow in Pabbly Connect

After signing in to Pabbly Connect, navigate to the dashboard and click on the ‘Create Workflow’ button. Name your workflow something like ‘Create and Send Transfer Letter’ and select a folder to save it.

In this workflow, you will set up a trigger and actions. The trigger will be Google Sheets, which means every time a new row is added, an action will be initiated to create a transfer letter in Google Docs and send it via Gmail.

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

Once you have completed these steps, you can proceed to set up the connection with Google Sheets.

3. Connecting Google Sheets with Pabbly Connect

To connect Google Sheets with Pabbly Connect, navigate to your Google Sheets document and go to Extensions > Add-ons > Get Add-ons. Search for ‘Pabbly Connect Webhooks’ and install it.

After installing, refresh your spreadsheet to see the Pabbly Connect option. Click on ‘Initial Setup’ and paste the webhook URL you copied earlier. Set the trigger column to the last column of your data, which is typically where you mark the status.

• Paste the webhook URL in the designated field.
• Set the trigger column to the status column (e.g., K).
• Click on ‘Send Test’ to verify the connection.

After confirming the test is successful, finalize the initial setup to ensure data is sent to Pabbly Connect whenever a new row is added.

4. Creating Transfer Letters Using Google Docs

Now, let’s create the transfer letter template in Google Docs. In Pabbly Connect, add Google Docs as your action application and select ‘Create Document from Template’ as the action event.

Choose your transfer letter template and map the fields from the Google Sheets data. This allows dynamic information such as employee names and designations to be inserted into the letter.

Select the Google Docs template you created. Map the employee’s name, ID, and other relevant details. Click on ‘Save and Send Test Request’ to create the document.

Once you receive a successful response, the transfer letter will be generated automatically in Google Docs with the specified details.

5. Sending the Transfer Letter via Gmail

With the transfer letter created, the final step is to send it via Gmail using Pabbly Connect. Add Gmail as your action application and select ‘Send Email’ as the action event.

Enter the recipient’s email address, subject, and body of the email. Ensure to attach the PDF link of the transfer letter generated in the previous step. This way, the candidate receives their transfer letter directly in their inbox.

Map the recipient’s email from Google Sheets. Set the email subject as ‘Transfer Letter’. Attach the PDF link of the transfer letter.

After setting this up, click on ‘Save and Send Test Request’. If successful, the email will be sent, confirming that the automation is complete.

Conclusion

In this tutorial, we demonstrated how to use Pabbly Connect to automate the process of generating and sending employee transfer letters using Google Sheets and Gmail. This integration simplifies HR tasks significantly, allowing for efficient management of employee relocations.