Automate Employee Data Compilation with Pabbly Connect, Google Forms, and Google Drive

Learn how to automate employee data compilation using Pabbly Connect, Google Forms, and Google Drive for efficient HR reporting. 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. Accessing Pabbly Connect for Automation

To enhance HR reporting, the first step is to access Pabbly Connect. This platform allows you to integrate various applications, including Google Forms and Google Drive, seamlessly.

Begin by visiting the Pabbly Connect website. If you don’t have an account, you can sign up for free, which provides you with 100 tasks per month. Once logged in, you will be directed to the dashboard where you can create workflows.

2. Creating a Workflow in Pabbly Connect

In this section, we will create a new workflow using Pabbly Connect. Click on the ‘Create Workflow’ button and name it to reflect your goal, such as ‘Automate Employee Data Compilation’.

• Select the folder where you want to save your workflow.
• Set up the trigger application as Google Forms.
• Choose the trigger event as ‘New Response Received’.

After this setup, you will be ready to connect your Google Forms to Pabbly Connect, which will act as the bridge for your data.

3. Connecting Google Forms to Pabbly Connect

Next, we will establish the connection between Google Forms and Pabbly Connect. To do this, you need to copy the webhook URL provided by Pabbly Connect.

Open your Google Form, navigate to the responses tab, and link your Google Sheets to capture the responses. In the Google Sheets, go to Extensions, and select the Pabbly Connect add-on to configure the webhook URL.

• Paste the webhook URL in the Pabbly Connect extension.
• Set the trigger column to the last data entry column.

This setup ensures that each new submission in Google Forms triggers the workflow in Pabbly Connect, automating the data collection process.

4. Creating Documents in Google Docs

Once the data is captured, the next step is to create a document in Google Docs using Pabbly Connect. Select Google Docs as the action application and choose the event ‘Create Document from Template’.

Connect your Google Docs account to Pabbly Connect. You will need to select the template document you have prepared for employee details and map the employee data from the Google Forms responses into the document fields.

Map fields like employee name, ID, and other details from the form responses. Set the document name to include the employee’s name for easy identification.

This will generate a new document for each employee automatically, ensuring that all details are recorded accurately in Google Docs.

5. Saving Documents in Google Drive

The final step involves saving the generated document in Google Drive using Pabbly Connect. First, you will need to make the document shareable and obtain its PDF link.

Next, use the Google Drive action in Pabbly Connect to create a subfolder for each employee. Map the employee’s name to the subfolder, and then upload the PDF document into this newly created folder.

Select the action event as ‘Upload a File’. Map the PDF link and folder ID to save the document correctly.

This process ensures that all employee documents are organized in their respective folders, making it easy for HR to manage records.

Conclusion

By following these steps using Pabbly Connect, you can automate employee data compilation efficiently. This integration with Google Forms and Google Drive enhances HR reporting and streamlines document management.