Generate Report Cards using Google Sheets & Google Docs with Pabbly Connect

Learn how to automate report card generation using Google Sheets and Google Docs through Pabbly Connect. Step-by-step guide included. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Report Card Automation

To generate report cards using Google Sheets and Google Docs, you need to access Pabbly Connect. Start by visiting the Pabbly Connect website and signing in to your account. If you are a new user, you can sign up for free and get started with 100 free tasks each month.

Once you are logged in, you will see the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button located at the top right corner. You will be prompted to name your workflow; for this tutorial, name it ‘Generate Report Cards using Google Sheets and Google Docs’. Select a folder to save this workflow, such as ‘Google Docs Automations’.

2. Setting Up the Trigger Step with Google Sheets

The next step involves setting up the trigger for your workflow in Pabbly Connect. Click on the trigger application and select ‘Google Sheets’. Choose the trigger event as ‘New or Updated Spreadsheet Row’. This will allow Pabbly Connect to capture data as soon as it is entered into your Google Sheets.

• Select Google Sheets as the trigger application.
• Choose the event as New or Updated Spreadsheet Row.
• Copy the Webhook URL provided by Pabbly Connect.

Next, open your Google Sheets document where you have entered the students’ results. Go to Extensions > Add-ons > Get Add-ons, and search for ‘Pabbly Connect Webhooks’. Install this add-on and configure it by pasting the copied Webhook URL. The trigger column will be the final data column, which is typically where you enter remarks or results.

3. Creating Report Card Documents with Google Docs

After setting up the trigger, the next step is to create the report card document using Google Docs through Pabbly Connect. For the action application, select ‘Google Docs’ and choose the event as ‘Create Document from Template’. This will enable you to use a pre-designed template for the report cards.

You will need to connect your Google Docs account to Pabbly Connect. Click on ‘Connect’ and follow the prompts to authorize access. Select the template document you created for the report cards. Ensure that your template includes variables for student details, such as name, class, and marks.

• Choose the report card template from Google Docs.
• Map the student data from the previous step into the template variables.
• Set the document name to include the student’s name followed by ‘Report Card’.

Once all details are mapped, click ‘Save and Send Test Request’. This will create a report card document in Google Docs based on the student data entered in Google Sheets.

4. Sharing Report Card Links via Google Drive

After generating the report card, the next step is to share the document link using Pabbly Connect and Google Drive. Add another action step in your workflow by selecting ‘Google Drive’ and the action event as ‘Share a File with Anyone’. This will make the report card accessible to everyone.

Connect your Google Drive account to Pabbly Connect, and map the document ID from the previous step. This ID corresponds to the report card you just created. After mapping the file ID, click on ‘Save and Send Test Request’. You should receive a confirmation response indicating that the document is now accessible to anyone with the link.

Select the Google Drive action to share the file. Map the document ID of the report card to the sharing action. Click ‘Save and Send Test Request’ to finalize sharing.

Now that the report card is shared, you can retrieve the link to this document and use it in your Google Sheets.

5. Updating Google Sheets with Report Card Links

The final step is to update your Google Sheets with the link to the report card using Pabbly Connect. Add one more action step in your workflow and select ‘Google Sheets’ as the action application. Choose the action event as ‘Update Row’ to insert the report card link into the appropriate cell.

Connect your Google Sheets account to Pabbly Connect and select the spreadsheet where the student results are stored. For the row index, map the row number from the previous steps to ensure you are updating the correct row. Finally, map the report card link to the designated column in your Google Sheets.

Choose the spreadsheet and sheet you want to update. Map the row index to target the correct student entry. Insert the report card link in the specified column.

Once you’ve completed these steps, click ‘Save and Send Test Request’. You will see the report card link now appear in your Google Sheets, allowing easy access to each student’s report card.

Conclusion

In this tutorial, we explored how to generate report cards using Google Sheets and Google Docs integrated through Pabbly Connect. By following these steps, you can automate report card generation efficiently, saving time and ensuring accuracy.