Streamline Offboarding: Automate Resignation Acceptance Letters with Pabbly Connect

Learn how to automate resignation acceptance letters using Pabbly Connect, Google Sheets, and Gmail for efficient offboarding. 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 Automation

To automate resignation acceptance letters, we start by accessing Pabbly Connect. Open a new tab and search for Pabbly Connect.

Once on the Pabbly Connect landing page, you will see options to sign in or sign up. New users can sign up for free to get 100 tasks every month. Existing users should click on sign in to access their dashboard.

2. Creating a Workflow in Pabbly Connect

After signing in to Pabbly Connect, click on the ‘Create Workflow’ button. Here, you will name your workflow for automating resignation acceptance letters.

Set the workflow name as ‘Automate Resignation Acceptance Letters with Google Sheets and Gmail’ and choose a folder to save it. This workflow will consist of a trigger and actions to streamline the offboarding process.

• Trigger: Google Sheets
• Action: Google Docs
• Action: Google Drive
• Action: Gmail

Now, select Google Sheets as the trigger application and choose ‘New or Updated Spreadsheet Row’ as the trigger event. This setup allows the workflow to activate when new data is added to your Google Sheets.

3. Setting Up Google Sheets with Pabbly Connect

Next, we will set up Google Sheets to work with Pabbly Connect. Open your Google Sheets and ensure your sheet is titled ‘Resignation Acceptance Employees’. Go to Extensions, then Add-ons, and click on ‘Get Add-ons’.

Search for ‘Pabbly Connect Webhooks’ and install it. After installation, go back to Extensions, select Pabbly Connect Webhooks, and click on ‘Initial Setup’. Here, paste the webhook URL from your Pabbly Connect workflow.

• Set the trigger column to the final data column (e.g., Column E).
• Click on Submit to complete the setup.

Test the setup by sending a test request to ensure that Pabbly Connect captures the response correctly. This confirms that your trigger is functioning as intended.

4. Creating Documents from Google Docs Using Pabbly Connect

Now that we have our trigger set up, we will configure the action to create a document in Google Docs using Pabbly Connect. Select Google Docs as the action application and choose ‘Create Document from Template’ as the action event.

Connect your Google Docs account to Pabbly Connect by selecting ‘Add a New Connection’ and signing in with your Google account. Choose the template document named ‘Resignation Acceptance Letter’ and set the new document’s name using the employee’s name and the phrase ‘Resignation Acceptance Letter’.

Map dynamic fields like employee name, mail received date, post, and effective date. Save and send a test request to check if the document is created successfully.

Once the document is created, you will receive a document ID that will be used in the next step to convert the document into a PDF file.

5. Sharing the PDF via Gmail Using Pabbly Connect

The final step is to share the generated PDF via Gmail using Pabbly Connect. Select Google Drive as the action application and choose ‘Share a File with Anyone’ as the action event. Connect your Google Drive account if you haven’t already.

Map the document ID from the previous step to convert the document into a PDF. After mapping the document ID, click on ‘Save and Send Test Request’. If successful, you will receive a PDF link for the document.

Select Gmail as the action application and choose ‘Send Email’ as the action event. Map the recipient’s email, subject, and email content while attaching the PDF link.

Click on ‘Save and Send Test Request’ to finalize the process. If successful, the resignation acceptance letter will be sent to the employee’s email with the attached PDF.

Conclusion

By using Pabbly Connect, you can effectively streamline the offboarding process by automating resignation acceptance letters through Google Sheets and Gmail. This integration ensures timely communication and enhances the overall HR workflow.