Automate Offer Letter Creation with Pabbly Connect and Google Sheets

Learn how to automate the creation of offer letters using Pabbly Connect, Google Sheets, and Gmail. Follow this step-by-step guide to streamline your HR processes.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Offer Letter Automation

To automate the creation of offer letters, we will utilize Pabbly Connect. Start by accessing the Pabbly Connect homepage, where you can sign in or create a new account. Once logged in, you will be directed to the dashboard, which allows you to manage your workflows effectively.

To create a new workflow, click on the ‘Create Workflow’ option. You will be prompted to name your workflow; enter a suitable name, such as ‘Create and Send Job Offer Letters Automatically’. This will help you easily identify the workflow later. After naming it, select a folder to organize your workflow.

2. Connecting Google Sheets to Pabbly Connect

In this step, we will connect Google Sheets to Pabbly Connect. Select Google Sheets as your trigger application. The trigger event will be set to ‘New or Updated Row’. This means that whenever a new row is added to your Google Sheets, the workflow will be activated.

After selecting the trigger event, a webhook URL will be generated. Copy this URL and navigate to your Google Sheets. Here, go to Extensions > Add-ons > Get Add-ons. Search for ‘Pabbly Connect Webhooks’ and install it. Once installed, refresh your spreadsheet to access the webhook options.

• Paste the copied webhook URL in the Pabbly Connect Webhooks add-on.
• Set the Trigger Column to the column that will indicate a new entry (e.g., AC).
• Click on ‘Send Test’ to verify the connection.

After successfully sending the test data, you can confirm that the connection between Google Sheets and Pabbly Connect is established. This will allow you to send data from your spreadsheet directly to Pabbly Connect for further processing.

3. Creating the Offer Letter Template in Google Docs

Next, we will set up a Google Docs template for the offer letters. The template should include dynamic fields enclosed in curly brackets (e.g., {{Candidate Name}}, {{Designation}}). This setup allows Pabbly Connect to replace these placeholders with actual data from Google Sheets when generating the offer letters.

Once your template is ready, return to your Pabbly Connect dashboard and select Google Docs as your action application. Choose the action event as ‘Create Document from Template’. You will need to connect your Google Docs account, which can be done by selecting an existing connection or creating a new one.

• Select your offer letter template from the dropdown.
• Map the fields from Google Sheets to the corresponding placeholders in your template.
• Click ‘Save and Send Test Request’ to create a sample document.

After completing these steps, you should have a functioning offer letter template that dynamically updates based on the data from Google Sheets, facilitated by Pabbly Connect.

4. Sending the Offer Letter via Gmail

Now that the offer letter is generated, the next step is to send it via email using Gmail. In Pabbly Connect, add a new action step and select Gmail as your application. Choose the action event ‘Send Email’ to configure the email settings for sending the offer letter.

You will need to connect your Gmail account and then map the fields to personalize the email. For instance, use the candidate’s email address from the Google Sheets response and set the subject line to include the candidate’s designation. Attach the PDF link of the offer letter generated in the previous step.

Map the recipient’s email address from the Google Sheets data. Set the email content to include a personalized message. Click ‘Save and Send Test Request’ to finalize the setup.

This integration allows Pabbly Connect to automate the email sending process, ensuring candidates receive their offer letters promptly.

5. Finalizing the Workflow with Conditions

To ensure that the offer letters are only sent when the status is marked as ‘Sent’ in Google Sheets, we will add a filter action in Pabbly Connect. This filter will check the status column and only proceed with sending the email if the condition is met.

Add a new action step and select ‘Filter’. Set the condition to check if the status field equals ‘Sent’. This will ensure that the workflow only continues if the status is appropriate. If the condition is not met, the workflow will stop.

After setting up the filter, test the entire workflow by adding a new row in your Google Sheets with the status set to ‘Sent’. This action should trigger the creation of the offer letter in Google Docs and send it via Gmail, demonstrating the full capabilities of Pabbly Connect.

Conclusion

In this tutorial, we explored how to automate the creation and sending of offer letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. By following these steps, you can streamline your HR processes and save time on repetitive tasks. Pabbly Connect makes it easy to integrate these applications and enhance your workflow efficiency.