How to Share HR Policies Automatically Using Google Sheets & Gmail with Pabbly Connect

Learn how to share HR policies automatically using Google Sheets and Gmail through Pabbly Connect in this detailed tutorial. Eliminate manual repetitive tasks from your workflow. Discover proven automation methods with intuitive steps designed for efficiency-minded professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To share HR policies automatically, the first step is to access Pabbly Connect. This platform allows you to integrate various applications seamlessly. Start by visiting the Pabbly website and log in or sign up for a free account.

Once logged in, navigate to the Pabbly Connect dashboard. Here, you can create a new workflow specifically for sharing HR policies. Click on the ‘Create Workflow’ button and name your workflow, such as ‘Share HR Policies Automatically Using Google Sheets & Gmail’. Select a folder for organization, such as the HR policies folder, and proceed to set up the trigger and action.

2. Setting Up the Trigger with Google Sheets

In this section, we will set up the trigger using Google Sheets, which is essential for automating the email process. In Pabbly Connect, choose Google Sheets as your trigger application. The trigger event will be ‘New or Updated Spreadsheet Row’. This action will initiate the workflow whenever a new employee’s details are added.

• Select Google Sheets as the trigger application.
• Choose ‘New or Updated Spreadsheet Row’ as the trigger event.
• Connect Google Sheets to Pabbly Connect using the provided Webhook URL.

After setting the trigger, go back to your Google Sheets. In the spreadsheet containing employee details, navigate to the ‘Extensions’ menu. Here, you need to install the Pabbly Connect add-on if it’s not already installed. Once installed, open the add-on and paste the Webhook URL to link Google Sheets with Pabbly Connect.

3. Configuring the Action with Gmail

After setting up the trigger, the next step is to configure the action using Gmail. In Pabbly Connect, select Gmail as the action application. The action event will be ‘Send Email’. This step is crucial for automatically sending the HR policy document to employees.

• Select Gmail as the action application.
• Choose ‘Send Email’ as the action event.
• Connect your Gmail account to Pabbly Connect by allowing access.

Fill in the recipient’s email address using the mapping feature to pull data from Google Sheets. Add the email subject, such as ‘HR Policies’, and compose the email content. Don’t forget to attach the HR policy PDF file using its publicly accessible URL, ensuring that the file name ends with .pdf.

4. Sending Emails to All Employees

Once you have configured the Gmail action, it’s time to send emails to all employees listed in your Google Sheets. With Pabbly Connect, you can easily share HR policies with multiple employees at once. Ensure that all employee details are filled out in the Google Sheet.

To send emails to all employees, go back to the Pabbly Connect dashboard and enable the option to send all data from Google Sheets. This action will trigger the workflow, sending emails to every employee listed in the sheet. You can verify if the emails were sent successfully by checking your Gmail account.

5. Automating Emails for New Employees

Finally, to ensure that new employees receive the HR policies automatically, set up the option to send on event in the Pabbly Connect add-on. This feature allows Pabbly Connect to send emails automatically whenever a new row is added to your Google Sheets.

To do this, enable the ‘Send on Event’ option in the Pabbly Connect add-on. Now, whenever you add a new employee’s details, the system will automatically send the HR policy document to that employee’s email address.

Test this setup by adding a new employee to your Google Sheet. You should see that an email is sent automatically to the new employee, confirming that the integration is working correctly.

Conclusion

In this tutorial, we explored how to share HR policies automatically using Google Sheets and Gmail through Pabbly Connect. By following these steps, you can efficiently automate your HR processes and ensure timely communication with all employees.