Auto Fill PDF from Zoho Form Responses Using Pabbly Connect

Learn how to auto-fill PDFs from Zoho Form responses using Pabbly Connect. This detailed tutorial guides you through the integration process step-by-step. 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 Automating PDF Generation

In this tutorial, we will explore how to use Pabbly Connect to automatically fill PDFs from Zoho Form responses. This process is particularly useful for HR professionals who need to generate offer letters efficiently. By automating this task, you can save time and reduce manual errors.

The integration involves capturing form responses from Zoho Forms and using these details to create a document in Google Docs, which will then be converted into a PDF and saved in Google Drive. With Pabbly Connect, you can set up this workflow easily without any coding skills.

2. Creating a Workflow in Pabbly Connect

To start, access Pabbly Connect by visiting the official website and signing in. Once logged in, create a new workflow by clicking on the plus sign and selecting ‘Create Workflow’. Name your workflow something descriptive, like ‘Auto Fill PDF from Zoho Form Responses’.

In the workflow setup, you will encounter a trigger and action window. The trigger is the event that starts the automation, while the action is what happens as a result. Here’s how to set it up:

• Select ‘Zoho Forms’ as the application for the trigger.
• Choose ‘New Form Submitted’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.
• In Zoho Forms, navigate to your form’s integrations and enable the webhook, pasting the copied URL.

Once you’ve set this up, Pabbly Connect will be ready to capture the form submissions.

3. Mapping Data from Zoho Forms to Google Docs

After setting up the webhook, the next step is to map the data from Zoho Forms to Google Docs using Pabbly Connect. This involves taking the details captured from the form submission and using them in a template document.

To do this, follow these steps:

• Create a template document in Google Docs for the offer letter.
• In Pabbly Connect, add an action step and choose ‘Google Docs’ as the application.
• Select ‘Create Document from Template’ as the action event.
• Map the fields from the Zoho Form submission to the respective fields in your Google Docs template.

This mapping ensures that when a form is filled out, the document generated will be personalized with the submitted information.

4. Converting the Document to PDF and Saving in Google Drive

Once the Google Docs document is created, the next step is to convert it to a PDF format and save it in Google Drive using Pabbly Connect. This ensures that the document is secure and cannot be edited by recipients.

Follow these steps to achieve this:

Add another action step in Pabbly Connect and select ‘Google Drive’. Choose ‘Share a File with Anyone’ as the action event. Map the document ID from the previous step. Then, add another action step to upload the PDF file back to Google Drive.

By following these steps, you will have a fully automated process that converts the offer letter into a PDF and saves it in the designated Google Drive folder.

5. Testing the Integration for Real-Time Functionality

After setting up the entire workflow in Pabbly Connect, it’s essential to test the integration to ensure everything functions correctly. This involves filling out the Zoho Form and checking if the PDF is generated and saved as expected.

To test the integration:

Fill out the Zoho Form with test data. Submit the form and check your Google Drive folder. Verify that the PDF document has been created and contains the correct information.

By conducting this test, you can confirm that the integration is functional and that Pabbly Connect is successfully automating the process of filling PDFs from Zoho Form responses.

Conclusion

In conclusion, using Pabbly Connect to auto-fill PDFs from Zoho Form responses streamlines the process for HR professionals. This integration not only saves time but also minimizes errors in document creation. By following the steps outlined in this tutorial, you can automate your workflows efficiently and ensure a seamless experience for new employees receiving their offer letters.