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When creating documents using data managed in Google Sheets, you typically need to search for the necessary data, copy and paste it, or sometimes type it in manually. Although this process isn't particularly difficult, if the volume is large, it can become burdensome, leading to potential transcription errors due to reaching the limits of your concentration.
If you are facing such challenges, we recommend implementing automation using Google Sheets! By introducing automation, document creation utilizing data stored in Google Sheets can be automated, potentially making administrative tasks more efficient.
In this article, we will specifically explain methods to implement automation without requiring programming knowledge! We will provide a detailed explanation of the easy-to-start setup methods, so please take a look!
Yoom offers templates for automating workflows using Google Sheets! If you want to try it right away, click the banner below to get started!
There are several ways to automatically create documents from Google Sheets data. Here are some methods we've picked out for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience document creation with Google Sheets.
Registration takes just 30 seconds, so feel free to give it a try!
This flow automatically creates documents and sends them via email, triggered by updates to customer information in Google Sheets.
It's recommended for those who want to automate the issuance and notification of invoices and contracts.
This automation is set up to notify chat tools by creating a document whenever customer information in a Google Spreadsheet is updated.
It's a convenient flow for sharing documents within a team.
This flow involves creating documents based on contract and customer information from Google Sheets and storing them in a storage service.
Not only is document creation automated, but storage is also automated, which helps prevent document loss.
Let's get started by creating a flow to automatically generate documents using Google Sheets! This time, we'll use Yoom to proceed with the setup without any coding. If you don't have a Yoom account yet, please issue one from this registration form.
[What is Yoom]
This time, we will create a flowbot that generates documents and sends them via Outlook when customer information in Google Sheets is updated!
The creation process is broadly divided into the following steps:
First, register Google Sheets and Outlook as My Apps to connect them to Yoom.
Registering My Apps in advance makes it easier to proceed with automation settings.
Let's proceed with the settings!
Click "My Apps" → "+ Add" on the left side of the Yoom screen.
How to Connect Google Sheets
A list of apps will be displayed, so search for Google Sheets or use the search function.
When the following screen appears, log in to Google Sheets.
The following screen will appear, so check if the account is correct and click "Continue".
How to Connect Outlook
Similarly, search for Outlook from the list or use the search function.
When the following screen appears, log in to Outlook.
If Google Sheets and Outlook are displayed in your My Apps section, the registration is complete.
Now let's proceed with the automation settings!
Log in to Yoom and click "Try it" on the banner below.
The template is automatically copied, and the following screen is displayed.
The template is automatically stored in a project called My Project, so if you want to check it, please do so from there.
Read the following screen display and click "OK".
When the following screen is displayed, please check the "Title".
You can also change the title to make it easier to use.
First, to set up the flow bot to start when customer information is updated in Google Sheets, click "When a row is updated".
The following screen will be displayed, so check the settings.
If there are no problems, click "Next".
Go to Google Sheets and register customer information for testing.
This time, we set it up as follows, assuming that an invoice will be created.
Return to the Yoom screen and check the setup method.
Scroll down and set the "Trigger Interval".
* Please note that the trigger interval varies depending on the plan.
Next, make the following settings.
Once the settings are complete, click "Test".
"Test Successful" is displayed, and you can retrieve the values from Google Sheets.
The output is displayed as follows.
Output will be utilized in the subsequent settings, so please check for any errors.
Once confirmed, click "Save".
Next, to set up document issuance, click "Issue Document".
The following screen is displayed, so please check the settings.
Scroll down and prepare the template document.
This time, we prepared the following template document.
For more information on template documents, please check here.
Return to the Yoom screen and set the file ID of the spreadsheet.
Set according to the candidates or description.
Next, set up the issued document.
Once set, click "Next".
The following screen is displayed, so check the setup method.
Set the replacement string.
Use the output from "When a row is updated" or date information to set it up.
Once all items are set, it will be displayed as follows.
After setting, click "Test".
"Test Successful" is displayed, so click "Save".
When you check the storage destination Google Drive, the PDF data should be created!
Next, to set up sending emails with Outlook, click "Send Email".
* "Microsoft 365 (formerly Office 365)" has personal and business plans (Microsoft 365 Business).
If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
The following screen is displayed, so check the settings.
Scroll down and set the recipient to send the email to in "To".
This time, we entered the email address in Google Sheets, so we set it as follows.
Set the "Body" as you like and set the "Attachment" as follows.
Once set, click "Next".
When the following screen is displayed, check the "Email Content".
Once confirmed, click "Test".
"Test Successful" is displayed, so click "Save".
When you check the recipient, the document should be attached as follows!
All item settings are now complete!
The following screen is displayed, so click "Turn on the trigger" to complete the automation settings.
Check if the flow bot you set up is working properly!
This was the flow to issue a document and send it via Outlook when customer information in Google Sheets is updated.
Yoom has many other automation templates that utilize Google Sheets!
Check if there are any automation examples with apps you are familiar with.
I hope you now understand that by sending and forwarding data from Google Sheets, document creation can be automated!
This can reduce human errors like transcription mistakes and the time spent creating numerous documents, thereby lessening the workload and enabling the creation of documents using accurate data!
Moreover, automation like this can be achieved without programming knowledge by utilizing the no-code tool Yoom!
With a simple design that is easy for beginners to challenge, anyone can easily implement automation using Google Sheets.
If you're interested, please start by creating a free account and check out the usability for yourself.
Registration takes just 30 seconds. After registering, you can immediately start operating the actual machine and check the usability while actually operating it!
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