Automate Form Responses: Generate PDF & Send Email with Pabbly Connect in 2024

Learn how to automate form responses, generate PDFs, and send emails using Pabbly Connect in this detailed tutorial. Perfect for event organizers and educators! Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating form responses, you need to access Pabbly Connect. As an existing user, click on ‘Sign In’. If you’re new, click on the ‘Sign Up for Free’ button to create an account. Once logged in, navigate to the dashboard where you can create workflows.

On the dashboard, click on the ‘Create Workflow’ button. Name your workflow, such as ‘Automate Form Responses PDF and Email with Pabbly Connect’. Choose an appropriate folder for organization, like the ‘Gmail’ folder, and click ‘Create’ to proceed with your automation setup.

2. Setting Up Trigger with Google Forms

The first step in your automation process is to set up a trigger using Google Forms in Pabbly Connect. This trigger will activate when a new form submission is received. Search for Google Forms and select it as your trigger application.

• Select ‘New Response Received’ as the trigger event.
• This event captures responses and adds them as new rows in your linked Google Sheet.

Once the trigger is configured, Pabbly Connect will wait for a new response. This setup allows you to receive real-time updates whenever a participant fills out your Google Form.

3. Creating Participation Certificate with Google Docs

Next, you will create a participation certificate using Google Docs. In Pabbly Connect, select Google Docs as your action application. The action event will be ‘Create Document from Template’. Ensure you have a pre-made template ready for this purpose.

After choosing the action, you need to connect your Google Docs account. Click on ‘Sign In with Google’ and authorize access. Then, select your participation certificate template from the drop-down list. In the document name field, map it to the participant’s name for personalization.

• Choose the folder in Google Drive where the document will be saved.
• Map the participant’s name to ensure the certificate is personalized.

Once you have completed these steps, click ‘Save and Send Test Request’ to generate the document. This document will be stored in your Google Drive and will be ready for sharing.

4. Sharing PDF via Google Drive

The next step involves sharing the generated PDF using Google Drive within Pabbly Connect. Select Google Drive as your action application and choose the action event ‘Share a File with Anyone’. This ensures that the generated PDF is accessible to the recipient.

After connecting your Google Drive account, map the document ID received from the previous step to the file ID field. This mapping is crucial as it links the newly created document to the sharing action.

Ensure the sharing settings allow anyone with the link to access the PDF. Click ‘Save and Send Test Request’ to confirm the sharing setup.

After completing these steps, the document will be shared successfully, making it accessible to the email recipient.

5. Sending Email with PDF Attachment via Gmail

Finally, set up the email action using Gmail in Pabbly Connect. This action will send an automated email containing the participation certificate as an attachment. Select Gmail as your action application and choose ‘Send Email’ as the action event.

Connect your Gmail account and fill in the necessary fields. For the recipient email address, map it to the email collected from the Google Form. Customize the email subject and body to include a friendly message and the attached PDF link.

Use the mapped participant’s name in the email body for personalization. Attach the PDF link from the previous steps to ensure it is included in the email.

After entering all the details, click ‘Save and Send Test Request’. This action will send the email with the PDF attached, completing the automation process.

Conclusion

This tutorial demonstrated how to automate form responses, generate PDFs, and send emails using Pabbly Connect. By following these steps, you can efficiently manage participant certificates for events and enhance your workflow.