How to Create PDF Documents in Bulk and Send via Email Using Pabbly Connect

Learn how to automate the process of creating PDF documents from Google Sheets and sending them via email using Pabbly Connect. Step-by-step tutorial included. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Introduction to Pabbly Connect for PDF Creation

In this tutorial, we will learn how to create PDF documents in bulk and send them via email using Pabbly Connect. This process is particularly useful for organizations like blood donation banks that need to send out certificates to donors. Instead of manually creating and sending each certificate, we can automate the entire workflow with Pabbly Connect.

To start, you will need access to your Google Sheets, Google Docs, and Gmail. Pabbly Connect will act as the bridge between these applications, allowing you to automate the data transfer and document creation process. With just a few clicks, you can set up a workflow that triggers whenever a new entry is added to your Google Sheets.

2. Setting Up Pabbly Connect for Automation

First, navigate to the Pabbly Connect website and sign in to your account. If you don’t have an account, you can create one quickly. Once logged in, click on the ‘Create Workflow’ button at the top right corner. You will be prompted to name your workflow; you can name it something like ‘Google Sheets to PDF Automation’.

• Click on ‘Create’ to open the trigger window.
• Select the app as ‘Schedule’ to set the time for sending certificates.
• Choose the frequency for the trigger (e.g., once).

After setting the schedule, you will need to define the time in UTC format. This ensures that the emails are sent at the correct global time. Once you finish configuring the schedule, click on ‘Save’ to proceed.

3. Fetching Data from Google Sheets Using Pabbly Connect

Now that we have set up the schedule, the next step is to fetch the data from Google Sheets. In the action window, select ‘Google Sheets’ as the app and choose the action event as ‘Get Rows’. This will allow Pabbly Connect to retrieve the entries from your designated Google Sheet.

Connect your Google account and select the spreadsheet containing the donor information. Make sure to specify the range of data you want to pull, such as ‘A2:E20’. After setting this up, click on ‘Save and Send Test Request’ to ensure that Pabbly Connect retrieves the correct data.

Once the data is fetched, you can see it in the response section. This data will include names, blood groups, and email addresses, which are essential for creating personalized certificates.

4. Creating Certificates with Google Docs

With the data successfully retrieved, the next step is to create the certificates using Google Docs. In a new action window, select ‘Google Docs’ and choose the action event ‘Create Document from Template’. This is where you will design your certificate template.

Choose the appropriate template document and map the fields to include dynamic data from the Google Sheets. For instance, you can input the donor’s name and blood group into the certificate template. This is where Pabbly Connect shines, as it allows you to personalize each certificate automatically.

Once you have mapped all the necessary fields, click on ‘Save and Send Test Request’ to create a document. You can check your Google Drive to confirm that the certificate has been generated successfully.

5. Sending Certificates via Email with Pabbly Connect

Finally, it’s time to send the generated PDF certificates via email. In the action window, select ‘Gmail’ as the app and choose the action event ‘Send Email’. Here, you will need to map the recipient’s email address from the Google Sheets data.

Attach the PDF document link generated in the previous step and set the email content. This is where Pabbly Connect automates the sending process, ensuring that each donor receives their certificate promptly.

After configuring the email settings, click on ‘Save and Send Test Request’ to send out the emails. You can verify by checking the recipient’s inbox to confirm the receipt of the certificate.

Conclusion

In conclusion, using Pabbly Connect to automate the creation and sending of PDF documents is an efficient way to manage bulk communications. By following the steps outlined, you can streamline your workflow and ensure that your recipients receive their certificates without any manual effort. This not only saves time but also enhances the professionalism of your communications.