Automate Transfer Letters Using Pabbly Connect: A Step-by-Step Guide

Learn how to automate the creation and sending of transfer letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. Follow our detailed tutorial for seamless integration.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate the sending of transfer letters, start by accessing Pabbly Connect. Go to the Pabbly Connect homepage by typing the URL in your browser. Here, you will find options to sign in or sign up for free.

If you are a new user, click on the ‘Sign Up for Free’ button to create an account. Existing users can simply sign in. Upon creating your account, you will receive 100 free tasks each month to explore the platform.

2. Creating a Workflow in Pabbly Connect

Once logged in, navigate to the dashboard of Pabbly Connect. Click on the ‘Create Workflow’ option to set up a new automation. You will be prompted to name your workflow; for this example, name it ‘Create and Send Transfer Letter’.

• Choose a folder to save your workflow.
• Select Google Sheets as the trigger application.
• Set the trigger event to ‘New or Updated Spreadsheet Row’.

After setting the trigger, you will receive a webhook URL. This URL acts as a bridge to send data from Google Sheets to Pabbly Connect. Copy this URL for the next steps.

3. Setting Up Google Sheets with Pabbly Connect

Open your Google Sheets where you will input candidate details. Create columns for necessary data such as employee name, employee ID, and transfer status. The status column should be set to trigger the workflow when marked as ‘Send’. using Pabbly Connect

• Go to Extensions > Add-ons > Get Add-ons.
• Search for ‘Pabbly Connect Webhooks’ and install it.
• Refresh your spreadsheet to see the new add-on.

With the add-on installed, go to ‘Extensions’ > ‘Pabbly Connect Webhooks’ > ‘Initial Setup’. Here, paste the copied webhook URL and set the trigger column to the status column. Click ‘Send Test’ to verify the connection.

4. Creating Transfer Letters in Google Docs

After establishing the connection, the next step involves creating transfer letters using Google Docs. Set up a template document in Google Docs containing placeholders for variable data such as employee name and designation.

In Pabbly Connect, add an action step by selecting Google Docs and choosing the action event ‘Create Document from Template’. You will need to connect your Google Docs account to Pabbly Connect if you haven’t done so already.

Select your transfer letter template. Map the necessary fields from the Google Sheets response to the template. Click ‘Save and Send Test Request’ to create the document.

Once the test request is successful, a new transfer letter will be generated in Google Docs, ready to be sent to the candidate.

5. Sending the Transfer Letter via Gmail

The final step is to send the created transfer letter via Gmail. Add another action step in Pabbly Connect and select Gmail as your action application. Choose the action event ‘Send Email’.

Connect your Gmail account if you haven’t already, and fill in the recipient’s email address, subject, and content. Make sure to include the PDF link of the transfer letter in the email body so the candidate can access it easily.

Map the recipient’s email address from Google Sheets. Attach the PDF link of the transfer letter. Click ‘Save and Send Test Request’ to send the email.

Upon successful execution, the transfer letter will be sent to the candidate’s email address, completing the automation process.

Conclusion

In this tutorial, we explored how to automate the creation and sending of transfer letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. This integration streamlines the HR process, saving time and effort while ensuring accuracy in communications.