Automate Offer Letter Creation with Pabbly Connect: Google Sheets to Google Chat Integration

Learn how to automate offer letter creation using Google Sheets and Pabbly Connect, sharing seamlessly with your HR team via Google Chat. Transform complex automation concepts into accessible, actionable steps that eliminate unnecessary manual work while maximizing existing application capabilities.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Offer Letter Automation

To automate the creation of offer letters, you need to access Pabbly Connect. Start by navigating to the Pabbly Connect homepage. Here, you can either sign in if you’re an existing user or click on the ‘Sign Up for Free’ button to create a new account.

Once logged in, you will be taken to the dashboard where you can see all your workflows. To create a new workflow, click on the ‘Create Workflow’ button located at the top right corner. A dialog box will appear asking for a name for your workflow. Name it ‘Create and Send Job Offer Letters Automatically’ and select a folder to save it in.

2. Setting Up Google Sheets as a Trigger in Pabbly Connect

The next step involves setting up Google Sheets as the trigger application in Pabbly Connect. Select Google Sheets as your trigger app and choose the event ‘New or Updated Spreadsheet Row’. This means that every time a new row is added with candidate details, it will trigger the workflow.

• Select Google Sheets as the trigger application.
• Choose the event ‘New or Updated Spreadsheet Row’.
• Copy the provided webhook URL for use in Google Sheets.

After copying the webhook URL, open your Google Sheets and navigate to the Extensions menu. Here, select Add-ons and then Get Add-ons to install the Pabbly Connect Webhooks add-on. Once installed, refresh your spreadsheet to access the Pabbly Connect Webhooks option under Extensions.

3. Initial Setup in Google Sheets for Pabbly Connect

In the Google Sheets, go to Extensions, select Pabbly Connect Webhooks, and choose ‘Initial Setup’. Paste the webhook URL you copied earlier and set the trigger column to ‘AC’. This means that whenever data is added up to column AC, it will trigger the workflow in Pabbly Connect.

After setting this up, click on ‘Send Test’ to send a test response to Pabbly Connect. You should see a confirmation that the test data was sent successfully. This indicates that your Google Sheets is now properly connected to Pabbly Connect.

• Paste the webhook URL in the initial setup form.
• Set the trigger column to ‘AC’ to monitor the status.
• Send a test response to confirm the connection.

Once you receive the test data in Pabbly Connect, your Google Sheets integration is complete, and you can now proceed to set up the actions.

4. Creating Job Offer Letters in Google Docs via Pabbly Connect

Now that your trigger is set, it’s time to create the job offer letters using Google Docs. In Pabbly Connect, add an action step and select Google Docs as your application. Choose the action event ‘Create Document from Template’. This action will create a personalized job offer letter for each candidate based on the template you have designed.

Map the necessary fields from the Google Sheets response to the Google Docs template. This includes details like candidate name, designation, department, and other relevant information. Make sure to use curly brackets in your template to denote where these details will be inserted.

Select Google Docs and choose ‘Create Document from Template’ as the action. Map fields from Google Sheets to your Google Docs template. Ensure to use curly brackets in the template for dynamic content.

After mapping all the fields, click on ‘Save and Send Test Request’ to create a sample job offer letter. If successful, you will see the document created in your Google Docs.

5. Sharing the Job Offer Letter with HR Team via Google Chat

Finally, to share the job offer letter with your HR team, add another action step in Pabbly Connect and select Google Drive. Choose the action event ‘Share File with Anyone’ to obtain a sharable link for the job offer letter PDF.

Next, you’ll need to set up Google Chat as the final action. Select Google Chat and choose the action event ‘Create Message’. Here, you will paste the webhook URL you created earlier and compose the message that will be sent to your HR team along with the PDF link of the job offer letter.

Select Google Drive and choose ‘Share File with Anyone’ as the action. Set up Google Chat to send the message with the PDF link. Compose the message to your HR team.

Once you have configured the message, click ‘Save and Send Test Request’ to send a test message to your HR team on Google Chat. This completes the automation process, and your workflow should now be fully operational.

Conclusion

This tutorial outlined how to automate the creation and sharing of job offer letters using Pabbly Connect, Google Sheets, and Google Chat. By following these steps, you can streamline your HR processes efficiently.