Automate Warning Letters with Google Sheets, Google Docs & Gmail Using Pabbly Connect

Learn how to automate warning letters using Google Sheets, Google Docs, and Gmail with Pabbly Connect. Step-by-step tutorial for seamless integration. Master proven automation processes with practical implementation examples and strategic recommendations you can apply immediately in your workflow.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate warning letters using Google Sheets, Google Docs, and Gmail, first, access Pabbly Connect. This automation software allows you to connect various applications seamlessly. Start by visiting the Pabbly website and either sign up or log in if you already have an account.

After logging in, you’ll be directed to the Pabbly Connect dashboard. Here, you can create a new workflow specifically for automating warning letters. Click the ‘Create Workflow’ button and name your workflow, such as ‘Automate Warning Letters’. This sets the stage for integrating Google Sheets, Google Docs, and Gmail through Pabbly Connect.

2. Setting Up Trigger in Google Sheets

The first step in your automation process is setting up the trigger in Google Sheets using Pabbly Connect. Select Google Sheets as your trigger application and choose the event ‘New or Updated Spreadsheet Row’. This means that every time a new employee detail is added, it will trigger the workflow.

• Select the Google Sheets application as your trigger.
• Choose ‘New or Updated Spreadsheet Row’ as the trigger event.
• Copy the provided webhook URL from Pabbly Connect.
• Paste the webhook URL into your Google Sheets add-on settings.

After pasting the webhook URL, specify the trigger column, which is the final data column. In this case, it’s column E. Submit this information to establish the connection between Google Sheets and Pabbly Connect. Test the setup to ensure data is being sent correctly.

3. Creating Documents in Google Docs

Once the trigger is set up, the next step is to create documents in Google Docs using Pabbly Connect. Select Google Docs as your action application and choose ‘Create Document from Template’ as the action event. This allows you to use a predefined template for the warning letters.

Connect your Google Docs account to Pabbly Connect by selecting ‘Add New Connection’. Once authenticated, select your warning letter template. Map the necessary fields from Google Sheets to the document template, such as employee name, misconduct description, date, and duration. These mappings will ensure that the document reflects the correct employee information.

• Choose the document template for the warning letter.
• Map the employee name and other relevant fields from Google Sheets.
• Specify the new document’s location in Google Drive.

After mapping all required fields, save the configuration. Pabbly Connect will create a new document in Google Docs every time a new entry is added in Google Sheets.

4. Saving the Document as PDF in Google Drive

The next step involves saving the generated document as a PDF in Google Drive with Pabbly Connect. Select Google Drive as your action application and choose the event ‘Share a File with Anyone’. This allows the PDF file to be stored and shared automatically.

Connect your Google Drive account to Pabbly Connect and map the document ID received from the previous step. This will ensure that the correct document is saved as a PDF in the designated folder in Google Drive. After setting this up, save and send a test request to confirm that the PDF is generated successfully.

Select Google Drive as the action application. Choose ‘Share a File with Anyone’ as the action event. Map the document ID from Google Docs to the action step.

With this configuration, your documents will be saved as PDFs in Google Drive, ready to be shared via email.

5. Sharing the PDF via Gmail

The final step is to share the generated PDF via Gmail using Pabbly Connect. Select Gmail as your action application and choose the event ‘Send Email’. This allows you to send the warning letter directly to the employee’s email address.

Connect your Gmail account to Pabbly Connect and map the recipient’s email address from Google Sheets. Fill in the email subject and content, ensuring to include the PDF link as an attachment. After completing this setup, save and send a test request to finalize the process.

Select Gmail as the action application. Choose ‘Send Email’ as the action event. Map the email content and recipient details from Google Sheets.

After testing successfully, you will see that the email is sent with the PDF attached, completing the automation process.

Conclusion

In this tutorial, we explored how to automate warning letters using Google Sheets, Google Docs, and Gmail through Pabbly Connect. By following these steps, you can streamline your workflow and ensure timely communication with employees.