Automate Training Manual Distribution with Pabbly Connect, Google Sheets, and Gmail

Learn how to automate training manual distribution using Pabbly Connect, Google Sheets, and Gmail in this detailed tutorial. Enhance your training process effortlessly! 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 automate training manual distribution, the first step is accessing Pabbly Connect. This platform allows you to integrate Google Sheets and Gmail seamlessly. Start by visiting the Pabbly Connect website and either sign in or create a free account.

Once logged in, you will find options to create workflows. Click on the ‘Access Now’ button under Pabbly Connect to reach the dashboard. Here, you can manage your workflows efficiently and set up new automation processes.

2. Creating a Workflow in Pabbly Connect

Creating a workflow is essential for automating the distribution of training manuals. Click on the ‘Create Workflow’ button and name your workflow appropriately, such as ‘Automate Training Manual Distribution with Google Sheets and Gmail’.

• Select a folder for your workflow to keep things organized.
• Set up a trigger which will initiate your workflow.
• Choose Google Sheets as your trigger application.

After setting up the trigger, you will need to specify the event that starts the workflow. For this automation, select ‘New or Updated Spreadsheet Row’ as the trigger event. This setup ensures that any new data entered in your Google Sheets will trigger the workflow in Pabbly Connect.

3. Connecting Google Sheets to Pabbly Connect

To connect Google Sheets to Pabbly Connect, you will need a webhook URL provided by Pabbly. Copy this URL and head to your Google Sheets. In your Google Sheets, navigate to Extensions and select the Pabbly Connect Webhook extension.

In the initial setup window, paste the copied webhook URL into the designated field. Next, choose the trigger column, which should be the last data entry column in your sheet. This column will send the entire row data to Pabbly Connect when updated. After setting this up, click on ‘Send Test’ to verify the connection, ensuring data is accurately sent to Pabbly.

4. Setting Up Email Distribution via Gmail

After successfully connecting Google Sheets to Pabbly Connect, the next step is to set up the email distribution. For this, you will need to add Gmail as your action application. Select ‘Send Email’ as the action event to initiate the email sending process.

• Connect your Gmail account to Pabbly Connect by allowing necessary permissions.
• Map the email address field from the Google Sheets response to ensure emails go to the correct recipients.
• Fill in the email subject and content, including the training manual attachment URL.

Once all fields are filled, click on ‘Save and Test Request’ to check if the email is sent correctly. This setup will allow you to send training manuals to all employees listed in your Google Sheets automatically.

5. Automating Email Distribution for New Employees

To ensure that new employees receive the training manual automatically, you need to enable the ‘Send All Data’ option in the Pabbly Connect Webhook extension. This feature will send the details of all employees in your Google Sheets to Pabbly Connect. using Pabbly Connect

Additionally, enable the ‘Send on Event’ option to automate the process further. This will ensure that whenever a new row is added for an employee, an email with the training manual is sent automatically. Test this by adding a new employee’s details to your Google Sheets.

For instance, adding a new employee named John Caris with his email will trigger the workflow. Check your Gmail to confirm that the email has been sent successfully with the training manual attached. This process enhances training distribution significantly, saving time and ensuring efficiency.

Conclusion

In conclusion, using Pabbly Connect to automate training manual distribution with Google Sheets and Gmail is a powerful way to enhance training processes. This tutorial detailed the exact steps to set up an efficient workflow that saves time and ensures all new employees receive essential training materials promptly.