How to Share Resources with New Hires Using Pabbly Connect, Google Forms, and Asana

Learn how to automate resource sharing with new hires using Pabbly Connect to integrate Google Forms, Asana, and Gmail efficiently. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To begin the automation process using Pabbly Connect, first, navigate to the website by typing ‘Pabbly.com/connect’ in your browser. This will take you to the landing page where you can either sign in or sign up for a new account. If you are new, click on the ‘Sign Up’ button to create your account, which is a quick process that only takes a couple of minutes.

Once you have signed in, you will be directed to the dashboard of Pabbly Connect. Here, look for the ‘Create Workflow’ button on the right side. Click on this button to initiate the setup process for sharing documents with new hires.

2. Setting Up Google Forms as the Trigger

The next step is to set up Google Forms as the trigger application in your workflow using Pabbly Connect. Select Google Forms and choose the trigger event as ‘New Response Received’. This means that the workflow will be activated every time a new form is filled out by a new hire.

• Copy the Webhook URL provided by Pabbly Connect.
• Go to your Google Form and navigate to the settings.
• Set up email notifications for new responses and link the responses to a new Google Sheet.

After linking your Google Form to a Google Sheet, ensure you enable the ‘Send on Event’ option in the Google Sheets add-on for Pabbly Connect. This allows real-time data capture from Google Forms to your workflow.

3. Integrating Asana to Add New Hires

Next, you will connect Asana as an action application in your Pabbly Connect workflow. The action event here will be to ‘Get User’, which checks if the new hire already exists in Asana. This prevents duplication and ensures that only new hires are added to the project management tool.

To set this up, connect your Asana account through Pabbly Connect. Map the email address from the Google Form response to check if the user exists. If the user does not exist, the workflow will proceed to add them to Asana.

• Click on ‘Add User to Workspace’ in Asana if the user is new.
• Map the email address from the previous step to ensure accurate data entry.

This integration through Pabbly Connect allows seamless management of new hires in Asana, ensuring they are part of the team from day one.

4. Sharing Documents via Google Drive

After successfully adding the new hire to Asana, the next step involves sharing the necessary documents stored in Google Drive. Using Pabbly Connect, select Google Drive as your action application and choose the action event ‘Share a File or Folder by ID’. This will enable you to share the folder containing essential documents like travel and leave application forms.

To set this up correctly, you will need the folder ID from your Google Drive. Once you have the folder ID, paste it into Pabbly Connect and specify the email address of the new hire. Additionally, set the permission level to ‘Viewer’ to control access.

Select the appropriate role for the new hire (Viewer, Commenter, etc.). Send a test request to ensure the sharing process works as intended.

This step ensures that the new hire receives all necessary documents via email, completing the integration process through Pabbly Connect.

5. Testing the Integration Workflow

Finally, to ensure everything works smoothly, conduct a test by filling out the Google Form again with a new hire’s details. Once submitted, check both Asana and the email inbox of the new hire to confirm they have been added to Asana and received the shared documents.

By using Pabbly Connect, you can automate this entire process, saving time and ensuring that every new hire is onboarded effectively. If the integration is successful, you will see the new hire listed in Asana and an email notification confirming the shared folder.

In conclusion, this integration process showcases how Pabbly Connect simplifies the onboarding of new hires by seamlessly connecting Google Forms, Asana, and Google Drive, ensuring that all necessary resources are shared automatically.

Conclusion

Using Pabbly Connect, you can effectively automate the sharing of resources with new hires by integrating Google Forms, Asana, and Gmail. This process not only saves time but also enhances the onboarding experience for new employees, ensuring they have immediate access to essential documents.