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

Learn how to automate transfer letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. Follow our detailed tutorial for seamless integration. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect for Automation

To automate transfer letters, start by accessing Pabbly Connect. Go to the homepage of Pabbly Connect by entering 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 the ‘Sign Up for Free’ button. Once your account is created, you will receive 100 free tasks each month. If you’re an existing user, simply click ‘Sign In’ to access your dashboard, where you can create and manage workflows.

2. Create a Workflow in Pabbly Connect

After logging into Pabbly Connect, navigate to the dashboard. Click on the ‘Create Workflow’ button located at the top right corner. A dialog box will appear asking for a name for your workflow.

Name your workflow ‘Automate Transfer Letters with Google Sheets, Google Docs, and Gmail’ and select a folder to save it. Once saved, you will see two sections: Trigger and Action, which are essential for automation.

• 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.

These steps will set up the initial connection between Google Sheets and Pabbly Connect for further actions.

3. Set Up Google Sheets with Pabbly Connect

Open your Google Sheets document where you have prepared the details of candidates. To connect Google Sheets to Pabbly Connect, go to Extensions, select Add-ons, and search for Pabbly Connect Webhooks. Install this add-on if you haven’t already.

After installation, refresh your Google Sheets. Go back to Extensions, select Pabbly Connect Webhooks, and proceed to the initial setup. Paste the copied webhook URL and specify the trigger column, which should be the last column that will contain data for new candidates.

• Input the trigger column (e.g., column N for status).
• Click on ‘Send Test’ to verify the connection.

Once the test is successful, your Google Sheets is now integrated with Pabbly Connect, allowing for automated data transfer.

4. Create a Google Docs Template for Transfer Letters

Next, create a template in Google Docs for the transfer letters. This template will include dynamic fields that will be replaced with candidate-specific information. Use curly braces for fields such as employee name, designation, and salary.

In Pabbly Connect, select Google Docs as your action application. Choose the action as ‘Create Document from Template.’ Connect to your Google Docs account and select the template you created.

Map the fields from Google Sheets to the corresponding fields in the Google Docs template. Specify the document name and location for saving the new document.

This setup allows Pabbly Connect to automatically generate customized transfer letters for each candidate based on the information entered in Google Sheets.

5. Send Transfer Letters via Gmail

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

Connect your Gmail account and map the recipient’s email address, subject, and body of the email. Include the PDF link of the transfer letter generated from Google Docs as an attachment.

Ensure the email content is personalized, addressing the employee by name. Review the email settings and click ‘Save and Send Test Request’ to verify.

Once successfully tested, your workflow is complete, and Pabbly Connect will automate the process of sending transfer letters to employees.

Conclusion

In this tutorial, we demonstrated how to automate transfer letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. By following these steps, you can streamline your internal transfer process efficiently. Automating such tasks with Pabbly Connect saves time and reduces manual errors, ensuring a smooth workflow.