Automate Promotion Letters with Google Sheets, Google Docs, and Gmail Using Pabbly Connect

Learn how to automate promotion letters with Google Sheets, Google Docs, and Gmail using Pabbly Connect. Step-by-step tutorial for seamless integration. Master proven automation processes with practical implementation examples and strategic recommendations you can apply immediately in your workflow.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate promotion letters, we first need to set up Pabbly Connect. Start by visiting the Pabbly Connect website and signing in to your account. If you are new, you can sign up for free and get 100 tasks each month.

Once logged in, navigate to the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button in the top right corner. A dialog box will appear asking for a workflow name. Name your workflow something descriptive, like ‘Generate Promotion Letters with Google Sheets and Share via Gmail.’ After naming, select a folder to save the workflow and click on ‘Create’.

2. Trigger Setup with Google Sheets

For the trigger setup, we will use Google Sheets. In Pabbly Connect, click on the arrow next to ‘Trigger’ and select Google Sheets as the trigger application. Choose the trigger event as ‘New or Updated Spreadsheet Row’. This will allow the automation to trigger whenever new employee data is added.

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

Next, open your Google Sheets and go to Extensions > Add-ons > Get Add-ons. Search for ‘Pabbly Connect Webhooks’ and install it. After installation, go back to Extensions, click on Pabbly Connect Webhooks, and select ‘Initial Setup’. Paste the copied webhook URL and set the trigger column to the last column (e.g., column G) where you want the data to be captured.

3. Adding Employee Data to Google Sheets

Now that the trigger is set up, we will add employee data to the Google Sheets. Enter the employee ID, name, email, old position, new position, promotion date, and set the promotion letter field to ‘Yes’ to trigger the automation.

Once the data is filled in, check if Pabbly Connect captures the response. Go back to your Pabbly Connect dashboard; it should show the captured data from Google Sheets. This confirms that the integration is working correctly.

• Fill in the employee details in the respective columns.
• Ensure the promotion letter field is set to ‘Yes’.
• Verify that Pabbly Connect captures the data accurately.

This step is crucial as it ensures that every time you add employee details, the promotion letter generation process will be triggered automatically.

4. Creating the Promotion Letter with Google Docs

After setting up the trigger, we will create the promotion letter using Google Docs. In Pabbly Connect, add a new action step and select Google Docs as the action application. Choose ‘Create Document from Template’ as the action event.

Connect your Google Docs account to Pabbly Connect by clicking on ‘Add New Connection’. After authorization, select the template document you created for promotion letters. Map the employee’s name and other relevant details from the previous steps to make the document dynamic.

Select the promotion letter template from Google Docs. Map employee details like name, old position, and new position. Set the document name to include the employee’s name for easy identification.

This automation will generate a personalized promotion letter each time new data is added, ensuring consistency and saving time.

5. Sending the Promotion Letter via Gmail

The final step is to send the generated promotion letter via Gmail. In Pabbly Connect, add another action step and select Gmail as the action application. Choose ‘Send Email’ as the action event.

Map the recipient’s email address from the Google Sheets data and customize the email subject and content. Include the link to the generated PDF of the promotion letter as an attachment. This ensures that the employee receives their promotion letter directly in their inbox.

Map the recipient’s email address from the trigger step. Set the email subject to include the employee’s name. Attach the PDF link of the promotion letter in the email.

Once the email is sent, you can verify by checking the employee’s inbox to ensure they received the promotion letter. This completes the automation process, saving valuable time and effort.

Conclusion

By using Pabbly Connect to automate the process of generating and sending promotion letters, you can streamline your HR tasks significantly. This tutorial demonstrated how to integrate Google Sheets, Google Docs, and Gmail efficiently, ensuring that every employee receives their promotion letter promptly.