Automate Offer Letter Generation with Pabbly Connect, MySQL, Google Docs, and Gmail

Learn how to automate offer letter generation from MySQL using Pabbly Connect, Google Docs, and Gmail. Step-by-step guide for seamless integration. Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To start automating offer letter generation, you need to access Pabbly Connect. First, create an account on the Pabbly Connect website. This platform allows you to connect various applications seamlessly.

Once signed in, navigate to your dashboard. Click on the ‘Create Workflow’ button to begin setting up your automation. Name your workflow appropriately, like ‘MySQL to Gmail’, and hit the ‘Create’ button. This initiates the setup process for connecting MySQL, Google Docs, and Gmail through Pabbly Connect.

2. Configuring MySQL as the Trigger Application

In this step, you will configure MySQL as the trigger application in Pabbly Connect. Select MySQL from the list of applications and choose the trigger event as ‘New Row in Table’. This event will activate the workflow whenever a new candidate is added to your database.

To connect MySQL, provide the necessary database details: username, password, host name, database name, and port number. After entering these details, click on ‘Save and Connect’. Pabbly Connect will establish a connection and fetch data from the most recent entry in your MySQL database.

• Enter database username and password.
• Provide host name and database name.
• Specify the port number.

Once connected, select the table containing candidate details and specify a unique column. Click ‘Save and Send Test Request’ to verify that the connection is working correctly, and the most recent candidate data will be fetched.

3. Creating a Google Docs Template for Offer Letters

Next, you will create an offer letter template using Google Docs. In this template, include placeholders for dynamic data, such as employee name and position, formatted in double curly braces (e.g., {{EMP_NAME}}, {{COMPANY}}, {{POSITION}}). This allows Pabbly Connect to replace these placeholders with actual data during automation.

Once your template is ready, return to Pabbly Connect and add Google Docs as the action application. Choose the action event ‘Create Document from Template’. Connect your Google account and select the offer letter template you created earlier. Map the dynamic fields from the MySQL trigger step to the placeholders in your Google Docs template.

• Select the Google Docs action event.
• Map employee name, company, and position fields.
• Specify the folder in Google Drive for saving the document.

Click ‘Save and Send Test Request’ to create the document. This will generate a new offer letter in your specified Google Drive folder, confirming that the integration is functioning as intended.

4. Sending the Offer Letter via Gmail

After successfully creating the offer letter, the next step is to send it via email using Gmail. In Pabbly Connect, add another action step and select Gmail. Choose the action event ‘Send Email’. Connect your Gmail account to allow Pabbly Connect to send emails on your behalf.

In the email setup, map the recipient’s email address from the MySQL step to ensure the correct candidate receives their offer letter. Fill in the subject and body of the email, including a personalized message. Attach the offer letter document using the document ID generated in the previous step.

Map the recipient’s email from MySQL. Specify the email subject and body. Attach the offer letter document.

Click ‘Save and Send Test Request’ to send a test email. This will confirm that the entire workflow is working correctly, and the candidate will receive their offer letter automatically.

5. Conclusion: Automate Your Offer Letter Process

By following these steps, you can effectively automate the process of generating and sending offer letters using Pabbly Connect. This integration between MySQL, Google Docs, and Gmail streamlines your hiring process, saving time and reducing manual effort.

Once set up, this workflow will run in the background, automatically generating and sending offer letters whenever a new candidate is added to your database. Implementing this automation will enhance your efficiency and improve the candidate experience.

In conclusion, using Pabbly Connect to integrate MySQL, Google Docs, and Gmail allows for a seamless and automated offer letter generation process. This setup not only saves time but also ensures accuracy in your communications with new hires.