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

Learn how to automate training manual distribution using Pabbly Connect with Google Sheets and Gmail. Step-by-step tutorial for efficient training processes. 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, you first need to access Pabbly Connect. This platform serves as the integration hub for connecting Google Sheets and Gmail. Start by visiting the Pabbly Connect website and signing in or creating a new account.

After logging in, navigate to the Pabbly Connect dashboard. Here, you will find options to create workflows. This is where you will set up the automation for distributing your training manual.

2. Creating a Workflow in Pabbly Connect

Once you are on the Pabbly Connect dashboard, click on the ‘Create Workflow’ button. You will be prompted to name your workflow, for instance, ‘Automate Training Manual Distribution with Google Sheets and Gmail.’ This name helps to identify the purpose of your workflow easily. using Pabbly Connect

• Select the folder to save your workflow.
• Click on ‘Create’ to proceed.

After creating the workflow, you will see two sections: Trigger and Action. The Trigger is the event that starts the workflow, while the Action is what happens as a result. In this case, the Trigger will be Google Sheets, and the Action will be Gmail.

3. Setting Up Trigger and Action in Pabbly Connect

For the Trigger, select Google Sheets and choose the event as ‘New or Updated Spreadsheet Row.’ This will allow Pabbly Connect to monitor your Google Sheets for any new entries. You will then need to connect your Google Sheets account to Pabbly Connect using the provided Webhook URL. using Pabbly Connect

To do this, copy the Webhook URL and paste it into the Google Sheets add-on for Pabbly Connect. Make sure to set the Trigger Column to the last data entry column, which will send the entire row data to Pabbly Connect when filled.

• Go to Extensions in Google Sheets.
• Select Pabbly Connect Webhooks and click on Initial Setup.
• Paste the Webhook URL and set the Trigger Column.

After completing the setup, send a test request to ensure everything is configured correctly. Once you receive a successful response, you can proceed to set up the Action step.

4. Sending Emails with Gmail via Pabbly Connect

In the Action section, select Gmail as your application, and choose ‘Send Email’ as the action event. Connect your Gmail account to Pabbly Connect by allowing access. This connection will enable Pabbly Connect to send emails on your behalf. using Pabbly Connect

Next, you will need to fill in the details for the email. Use the data retrieved from Google Sheets to map the recipient’s email address, subject, and content. For instance, the subject could be ‘Welcome to Your Company Training Manual Attached.’ Make sure to include a personalized message as well.

Map the employee’s email address from the Google Sheets response. Attach the training manual PDF file using a publicly accessible URL.

Once all the details are filled in, click on Save and Send Test Request. This will send a test email to verify that the setup works correctly. If successful, you can move on to automate the process for all employees.

5. Automating Distribution of the Training Manual

To distribute the training manual to all employees listed in your Google Sheets, return to the Extensions menu and select Pabbly Connect Webhooks. Choose the option to send all data. This action will send the data of all employees to Pabbly Connect, which will trigger the email sending process automatically.

Additionally, enable the ‘Send on Event’ option in the Pabbly Connect Webhooks settings. This ensures that any new employee added to the Google Sheets will automatically receive the training manual via email without manual intervention.

Add new employee details to the Google Sheets. Verify that emails are sent automatically upon new entry.

With this setup, you have successfully automated the distribution of your training manual to all new employees in your organization using Pabbly Connect.

Conclusion

In this tutorial, we explored how to automate training manual distribution using Pabbly Connect, Google Sheets, and Gmail. By setting up a workflow, we streamlined the process of sending training materials to new employees efficiently. This automation not only saves time but also enhances the training process significantly.