Automate Termination Letters with Google Sheets & Gmail Using Pabbly Connect

Learn how to automate termination letters using Pabbly Connect, Google Sheets, and Gmail. This detailed tutorial covers all steps for seamless integration. 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 termination letters, first access Pabbly Connect. Visit the Pabbly Connect website and sign in to your account. If you’re new, you can sign up for a free account, which provides 100 free tasks every month.

Once logged in, you will see the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button located at the top right corner to initiate the automation process. Here, you will set up the workflow that integrates Google Sheets and Gmail through Pabbly Connect.

2. Setting Up Google Sheets Trigger with Pabbly Connect

The next step involves creating a trigger in Google Sheets that activates when employee details are added. In Pabbly Connect, select Google Sheets as your trigger application and choose the event ‘New or Updated Spreadsheet Row’.

• Select the Google Sheets account where your employee data is stored.
• Copy the webhook URL provided by Pabbly Connect.
• Open Google Sheets, go to Extensions > Add-ons > Get Add-ons, and search for Pabbly Connect Webhooks.

After installing the add-on, go back to Extensions > Pabbly Connect Webhooks and select ‘Initial Setup’. Paste the copied webhook URL and specify the trigger column, which is typically the last column of your data.

3. Generating Termination Letter in Google Docs

Once the trigger is set, the next step is to generate the termination letter in Google Docs. In Pabbly Connect, add an action step and select Google Docs as your action application. Choose the action event as ‘Create Document from Template’.

Make sure you have a pre-defined template for the termination letter in Google Docs. During the setup, map the employee details from the Google Sheets trigger to the respective fields in the Google Docs template. This ensures that each termination letter is personalized with the correct information.

• Select the template document you created earlier.
• Map the fields like employee name, designation, and termination date accordingly.

After mapping the fields, save your settings. This process allows Pabbly Connect to dynamically generate a termination letter every time new employee data is entered into Google Sheets.

4. Sharing Termination Letter via Gmail

After generating the termination letter, the next step is to share it via Gmail. In Pabbly Connect, add another action step and select Gmail as your action application. Choose the action event ‘Send Email’.

In this step, you will map the recipient’s email address from the Google Sheets data. Additionally, customize the email subject and body. For instance, use a subject like ‘Important Notice: Termination of Employment’ followed by the employee’s name.

Set the sender’s name as your organization’s name. Include the PDF link of the termination letter as an attachment.

This setup ensures that once a termination letter is generated, it is automatically sent to the respective employee through Gmail, streamlining the entire process with Pabbly Connect.

5. Finalizing and Testing the Automation

Now that all steps are set up, it’s time to test the automation. Add a new employee’s details in your Google Sheets and check if the termination letter is generated and emailed correctly. Monitor the Pabbly Connect dashboard for any errors or confirmations.

Once you confirm that the automation works as intended, you can start using this system for all termination processes. This integration not only saves time but also reduces errors associated with manual letter generation.

With Pabbly Connect, you have successfully automated the termination letter process, ensuring efficiency and accuracy in handling sensitive employee information.

Conclusion

This tutorial demonstrated how to automate termination letters using Pabbly Connect, Google Sheets, and Gmail. By following the steps outlined, you can simplify your termination processes significantly, ensuring timely and accurate communication with employees.