Automate Promotion Letters with Google Sheets, Google Docs, and Gmail Using Pabbly Connect

Learn how to automate promotion letters using Google Sheets, Google Docs, and Gmail through Pabbly Connect for efficient employee communication. Explore systematic approaches to creating efficient automation solutions that convert technical concepts into practical, implementable instructions.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate promotion letters, we start with Pabbly Connect. This platform integrates Google Sheets, Google Docs, and Gmail seamlessly. First, access Pabbly Connect by navigating to its website and signing in or creating a new account.

Once logged in, you will see the dashboard. Click on the ‘Access Now’ button for Pabbly Connect to create a new workflow. This workflow will manage the automation process for generating and sending promotion letters.

2. Creating a Workflow in Pabbly Connect

In this section, we will create a workflow specifically for generating promotion letters. Click on the ‘Create Workflow’ button. Name your workflow something like ‘Generate Promotion Letters with Google Sheets and Share via Gmail’. This name will help you identify the workflow later.

• Choose a descriptive workflow name.
• Select an appropriate folder for your workflow.
• Click on ‘Create’ to finalize your workflow setup.

Upon creation, you will see two sections labeled Trigger and Action. The Trigger section will define when the automation starts, while the Action section will specify what happens when that trigger occurs. This setup is crucial for ensuring that Pabbly Connect correctly executes your automation.

3. Setting Up the Trigger with Google Sheets

For the trigger, select Google Sheets as your application. The trigger event should be set to ‘New or Updated Spreadsheet Row’. This means every time a new employee’s data is added or updated in the Google Sheets, it will trigger the automation.

To connect Google Sheets with Pabbly Connect, you will receive a webhook URL. Copy this URL and head to your Google Sheets. Click on ‘Extensions’, then ‘Add-ons’, and finally ‘Get Add-ons’. Search for ‘Pabbly Connect Webhooks’ and install it if you haven’t already.

• Open your Google Sheets and navigate to Extensions.
• Select Pabbly Connect Webhooks and choose ‘Initial Setup’.
• Paste the webhook URL and set the trigger column to the last data column.

After setting this up, ensure to enable the ‘Send on Event’ option in the Pabbly Connect Webhooks menu. This step is crucial for Pabbly Connect to capture any new data added to the Google Sheets.

4. Defining Actions: Creating Promotion Letters

Now that the trigger is set, we will define the action steps. The first action is to create a document in Google Docs from a template. Select Google Docs as your action application and choose the action event ‘Create Document from Template’.

Connect Google Docs with Pabbly Connect by authorizing access. Select the template you created for promotion letters. Map the data from the Google Sheets to the document fields, ensuring that the employee’s name, old position, new position, and date of promotion are all accurately filled in.

Choose the correct template from Google Docs. Map the relevant fields from the Google Sheets data. Specify the new document’s location in Google Drive.

After configuring these fields, click on ‘Save and Send Test Request’ to create a document. This action will generate a promotion letter for the employee based on the data provided in Google Sheets.

5. Sending the Promotion Letter via Gmail

Finally, we need to send the generated promotion letter via Gmail. Add another action step, selecting Gmail as your application and the action event as ‘Send Email’. Connect your Gmail account to Pabbly Connect to enable email sending.

In the email configuration, map the recipient’s email address from the Google Sheets data. Fill in the subject line with something like ‘Exciting News: Promotion Letter for [Employee Name]’ and write a personalized email body. Attach the PDF link of the promotion letter generated earlier.

Map the recipient’s email address from the Google Sheets data. Include a personalized subject and email body. Attach the PDF link of the promotion letter to the email.

After filling out all the required fields, click ‘Save and Send Test Request’. This will send the email with the promotion letter attached to the respective employee, completing the automation process using Pabbly Connect.

Conclusion

By following this tutorial, you can effectively automate promotion letters using Pabbly Connect, Google Sheets, Google Docs, and Gmail. This integration streamlines communication and enhances efficiency in managing employee promotions.