Automate Welcome Letters Using Pabbly Connect with Google Sheets, Google Docs, and Gmail

Learn how to automate welcome letters for new hires using Pabbly Connect, Google Sheets, Google Docs, and Gmail in this step-by-step tutorial. 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. Setting Up Pabbly Connect for Automation

To automate welcome letters for new hires, we will use Pabbly Connect as our central integration platform. Begin by visiting the Pabbly Connect website and signing in to your account. If you’re new, you can sign up for a free account that offers 100 free tasks monthly.

Once signed in, navigate to the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button, where you will name your workflow, such as ‘Generate Welcome Letters with Google Sheets and Send via Gmail’. Select a folder to save your workflow. This setup ensures that Pabbly Connect will manage all subsequent actions based on the trigger.

2. Creating a Trigger in Google Sheets

The first step in our automation is to set up a trigger in Google Sheets using Pabbly Connect. Select Google Sheets as your trigger application and choose the event as ‘New or Updated Spreadsheet Row’. This event will activate whenever new employee details are added to your Google Sheets.

• Copy the webhook URL provided by Pabbly Connect.
• Open your Google Sheets and go to Extensions > Add-ons > Get Add-ons.
• Search for ‘Pabbly Connect Webhooks’ and install it.
• Set up the webhook by pasting the copied URL and selecting the trigger column.

After setting up the trigger, ensure that you enable the ‘Send on Event’ option to allow Pabbly Connect to capture data updates automatically. This integration is crucial for the automation process.

3. Adding Filters and Action Steps

With the trigger set, we will now add filters and action steps using Pabbly Connect. First, add a filter to check if the welcome letter should be sent. Select ‘Filter’ as your action application and set the filter condition to check if the value in the ‘Welcome Letter’ column is equal to ‘Yes’. This ensures that only those entries marked for a welcome letter will proceed.

Next, add another action step to create a welcome letter in Google Docs. Select Google Docs as your action application and choose ‘Create Document from Template’ as the action event. This will allow you to use a pre-defined template for the welcome letter.

• Map the employee’s name, joining date, and job title to the corresponding fields in your Google Docs template.
• Specify the document name and location in Google Drive where the letter will be saved.

After completing these steps, you will have a dynamic welcome letter generated for each new employee added to your Google Sheets.

4. Sharing the Welcome Letter Document

Once the welcome letter document is created, the next step is to share it using Pabbly Connect. Add another action step and select Google Drive as the application. Choose ‘Share a File with Anyone’ as the action event. This will make the document accessible to all relevant parties.

Map the document ID from the previous step to ensure that the correct file is shared. After setting up this action, the document will be configured to allow anyone with the link to access it. This is essential for sending it out to new hires.

Finally, save your changes and test the workflow to ensure that the document is shared correctly. This step guarantees that all new employees can receive their welcome letters seamlessly.

5. Sending the Welcome Email via Gmail

The last step in our automation process is to send the welcome email using Pabbly Connect and Gmail. Add another action step and select Gmail as your application, with the action event set to ‘Send Email’. This action will allow you to send the welcome letter as an email attachment.

Map the recipient’s email address from the Google Sheets data. Set the subject and body of the email, ensuring to include dynamic fields such as the employee’s name and joining date. Lastly, attach the PDF link of the welcome letter generated in the previous steps.

After completing this setup, save and test the email action. This will send an email to the new hire with their welcome letter attached, completing the automation process.

Conclusion

This guide summarizes the key points and helps you understand the essential features and benefits of using this tool.

In this tutorial, we explored how to automate the process of sending welcome letters to new hires using Pabbly Connect in conjunction with Google Sheets, Google Docs, and Gmail. By following these steps, you can streamline your onboarding process efficiently.