How to Create and Send Experience Letters Using Pabbly Connect with Google Sheets and Google Docs

Learn how to automate the creation and sending of experience letters using Pabbly Connect, Google Sheets, and Google Docs in this detailed tutorial. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To start automating the experience letter creation process, you need to set up Pabbly Connect. First, sign up for a free account using the link provided in the description. After creating your account, log in to access the dashboard.

Once you’re on the dashboard, click on the ‘Create Workflow’ button. Name your workflow something descriptive, like ‘Google Sheets to Google Docs to Google Drive’. Select the folder where you want to save this automation and click on create. This will allow Pabbly Connect to facilitate the integration between Google Sheets and Google Docs.

2. Triggering the Workflow with Google Sheets

In this step, we will connect Google Sheets to Pabbly Connect to trigger the workflow whenever a new employee’s details are added. In the trigger window, search for ‘Google Sheets’ and select it as the app.

Choose the trigger event as ‘New or Updated Spreadsheet Row’. After selecting this, Pabbly Connect will provide a webhook URL. Copy this URL and go back to your Google Sheets. Navigate to Extensions, select Add-ons, and click on Get Add-ons. Search for ‘Pabbly Connect Webhooks’ and install it.

• After installation, refresh your Google Sheets.
• Go to Extensions > Pabbly Connect Webhooks > Initial Setup.
• Paste the webhook URL and select the last column as the trigger column.

Click on ‘Send Test’ to ensure that the connection is successful. You should see a confirmation that the test data has been sent successfully to Pabbly Connect.

3. Integrating Google Docs to Create Experience Letters

After successfully setting up the trigger, the next step is to integrate Google Docs with Pabbly Connect. In the action step, search for ‘Google Docs’ and select it. Choose the action event as ‘Create Document from Template’.

Connect your Google Docs account with Pabbly Connect by clicking on ‘Sign in with Google’. Select the template document you created for the experience letter. Map the employee details received from Google Sheets into the respective fields in the Google Docs template.

• Select the employee name, designation, and other dynamic fields from the dropdown.
• Ensure all the fields are correctly mapped to generate a personalized experience letter.

Click on ‘Save and Send Test Request’ to create the experience letter document in Google Docs. You will receive a confirmation response indicating that the document has been successfully created.

4. Uploading the Experience Letter PDF to Google Drive

Once the experience letter is created, the next step is to upload it as a PDF to Google Drive using Pabbly Connect. Add a new action step and select ‘Google Drive’ as the app. Choose the action event ‘Upload a File’.

Connect your Google Drive account with Pabbly Connect. Map the URL of the PDF file generated from the previous step and specify the folder ID where you want to save the PDF. Make sure to include the correct file name and extension.

Use the same name format as in the Google Docs step. Ensure that the folder ID is correctly pasted from your Google Drive URL.

Click on ‘Save and Send Test Request’ to upload the PDF file. You should receive a confirmation that the file has been uploaded successfully to your specified Google Drive folder.

5. Finalizing the Automation Workflow with Pabbly Connect

With everything set up, you can now finalize your automation. Go back to your Google Sheets and click on Extensions > Pabbly Connect Webhooks > Send All Data. This will send all existing employee data to Pabbly Connect and generate experience letters for each employee.

After executing this step, check your Google Drive folder to see all the experience letters generated. Each letter should reflect the correct details as per the entries in your Google Sheets.

This complete automation allows you to efficiently manage the creation and distribution of experience letters without manual intervention. You can add new entries in your Google Sheets, and Pabbly Connect will handle the rest, creating and storing the letters as PDFs automatically.

Conclusion

In this tutorial, we explored how to automate the creation and sending of experience letters using Pabbly Connect, Google Sheets, and Google Docs. By setting up this workflow, you can streamline the process, ensuring efficiency and accuracy in document management.