How to Create Personalized Letters & Documents Automatically Using Pabbly Connect

Learn how to create personalized letters and documents automatically with Pabbly Connect, integrating Google Docs, Google Drive, and more for seamless automation. 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 Document Automation

To create personalized letters and documents automatically, the first step is to access Pabbly Connect. Start by signing up for a free account on the Pabbly Connect website. Once your account is created, sign in to reach the dashboard where you can create automation workflows.

In the dashboard, click on the ‘Create Workflow’ button. Give your workflow a suitable name, such as ‘Create Personalized Documents Automatically’. After naming your workflow, click on the ‘Create’ button to proceed. This sets the stage for integrating various applications like Google Docs and Google Drive through Pabbly Connect.

2. Integrating Jotform with Pabbly Connect

Next, you will integrate Jotform as the trigger application in your workflow. In the Pabbly Connect interface, search for Jotform and select it as your trigger application. Choose the trigger event as ‘New Response from Form’ which activates whenever a form is submitted.

• Search for Jotform in the application list.
• Select ‘New Response from Form’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.

Now, head to your Jotform account and navigate to the settings of the form you created. Under the Integrations tab, add a webhook and paste the copied URL from Pabbly Connect. This integration allows you to capture responses whenever the form is submitted, facilitating the automation process.

3. Creating Documents in Google Docs Automatically

Once the Jotform is integrated, the next step is to set up Google Docs as the action application in Pabbly Connect. In your workflow, select Google Docs and choose the action event ‘Create Document from Template’. This allows you to generate documents based on a predefined template.

Connect your Google account and select the document template you created in Google Docs. For the new document name, map the employee’s name and email from the Jotform response. This ensures that every document generated will be personalized based on the submitted form data.

• Select the template document for the offer letter.
• Map employee details such as name, email, and position.
• Choose the Google Drive folder where the document will be saved.

After mapping the required fields, click on ‘Save and Send Test Request’ to generate a document. This document will automatically be saved in your specified Google Drive folder, showcasing the power of Pabbly Connect in automating document creation.

4. Updating Documents with Personalized Data

To fully personalize the documents, you may want to replace images or other placeholders in the generated document. In Pabbly Connect, add another action step to replace images in the Google Docs document. Choose Google Docs again and select ‘Replace Images of a Document’.

Connect to your Google account and map the document ID from the previous step. Specify the images you want to replace, ensuring that the new images correspond to the employee’s uploaded photo from the Jotform submission.

Select the document ID from the previous workflow step. Map the employee’s uploaded photo link to replace the image in the document. Click ‘Save and Send Test Request’ to finalize the updates.

Once you execute this step, the document will reflect the updated image, completing the personalization process with Pabbly Connect.

5. Sharing the Final Document with Pabbly Connect

The last step is to share the finalized document with others. In your Pabbly Connect workflow, add a new action step to connect with Google Drive and select ‘Share a File with Anyone’. This will generate shareable links for the document you created.

Map the document ID from the previous steps, and upon clicking ‘Save and Send Test Request’, you will receive various shareable links including PDF, HTML, and more. This allows you to easily distribute the personalized document to stakeholders.

With this setup, every time a form is submitted, Pabbly Connect will automatically create and share personalized documents, streamlining your workflow and saving you time.

Conclusion

Using Pabbly Connect, you can automate the creation of personalized letters and documents seamlessly. By integrating applications like Google Docs and Jotform, you ensure that every document generated is tailored to individual needs, enhancing efficiency and productivity.