Automate Welcome Letters for New Hires with Pabbly Connect, Google Sheets, Docs, and Gmail

Learn how to automate welcome letters for new hires using Pabbly Connect, Google Sheets, Google Docs, and Gmail in this detailed tutorial. Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate welcome letters for new hires, we will use Pabbly Connect as the integration platform. First, access Pabbly Connect by visiting its website and signing in to your account. If you’re a new user, you can easily sign up for free and get started with 100 free tasks each month.

Once logged in, navigate to the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button to begin the automation process. You will need to name your workflow, such as ‘Generate Welcome Letters with Google Sheets and Send via Gmail.’ Make sure to select the appropriate folder for saving your workflow.

2. Trigger Setup with Google Sheets

The next step is to set up the trigger for our automation. We will use Google Sheets as the trigger application. Select Google Sheets and choose the trigger event as ‘New or Updated Spreadsheet Row.’ This allows the automation to activate whenever new hire details are added to the sheet.

• Copy the webhook URL provided by Pabbly Connect.
• Open your Google Sheets and click on Extensions, then Add-ons, and select Get Add-ons.
• Search for ‘Pabbly Connect Webhooks’ and install it.
• Go back to Extensions, select Pabbly Connect Webhooks, and click on Initial Setup.
• Paste the webhook URL and set the trigger column to the column where final data will be entered.

After configuring the webhook, click on ‘Submit’ to complete the setup. This allows Pabbly Connect to capture responses from Google Sheets whenever new data is entered.

3. Creating Welcome Letters in Google Docs

After setting up the trigger, the next step is to create welcome letters using Google Docs. In this step, we will set up an action in Pabbly Connect to create a document from a template. Select Google Docs as the action application and choose the action event ‘Create Document from Template.’

Map the data from the previous step to the template variables in Google Docs. Ensure that the document name includes the employee’s name dynamically. For example, the document name can be formatted as ‘[Employee Name] – Welcome Letter.’ This ensures that each document is uniquely named based on the new hire.

• Select the template you created in Google Docs.
• Map the employee’s name, joining date, and job title from the Google Sheets data.
• Choose the folder in Google Drive where the document will be saved.

Once all data is mapped correctly, test the action step to ensure a welcome letter is successfully created. This step confirms that Pabbly Connect can generate documents based on your template.

4. Sharing Documents via Google Drive

After creating the welcome letter, the next task is to share the document using Google Drive. In this action, select Google Drive as the application and choose the action event ‘Share a File with Anyone.’ This will allow the document to be accessible to the new hire.

Map the document ID from the previous step into the action setup. This ensures that the specific document created will be shared. Set the sharing settings to allow anyone with the link to access the document. This is crucial for ensuring that the new hires can view their welcome letters.

Connect Google Drive with Pabbly Connect. Map the document ID to the share action. Test the sharing action to confirm that the document is accessible.

This setup allows Pabbly Connect to manage document sharing efficiently, ensuring that new hires receive their welcome letters without any hassle.

5. Sending Emails with Gmail

The final step in this automation process is to send the welcome letter via email using Gmail. In this action, select Gmail as the application and choose the action event ‘Send Email.’ This will allow you to send the welcome letter as an attachment to the new hire’s email address.

Map the recipient’s email address from the Google Sheets data to ensure the email is sent to the correct person. Customize the email subject and body, including a warm greeting and the link to the welcome letter PDF. This personalization helps to create a welcoming experience for the new hires.

Connect Gmail with Pabbly Connect. Map the email content, including the subject and body. Attach the PDF link of the welcome letter.

Once everything is set up, test the email action to ensure that the welcome letter is sent successfully. This final step showcases how Pabbly Connect seamlessly integrates Gmail into the workflow, providing a complete automated solution for welcoming new hires.

Conclusion

In this tutorial, we explored how to automate welcome letters for new hires using Pabbly Connect, Google Sheets, Google Docs, and Gmail. By following these steps, you can streamline the onboarding process and ensure every new employee receives a personalized welcome letter efficiently.