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!
For those who want to try it as soon as possible
Yoom offers templates for automating workflows using Google Sheets! If you want to try it right away, click the banner below to get started!
When customer information in the Google Spreadsheet is updated, issue a document and send it via Outlook.
■Overview The workflow "When customer information in Google Sheets is updated, issue a document and send it via Outlook" automates the business workflow from customer management to invoice creation and email sending. Utilizing customer data managed in Google Sheets, it automatically generates invoices based on the necessary information and sends them via email to specified customers through Outlook. By automating the cumbersome tasks that were done manually, you can improve business efficiency.
■Recommended for ・Sales representatives managing customer information in Google Sheets ・Accounting personnel spending time on invoice creation and sending tasks ・Team leaders who want to reduce errors associated with manual document creation ・Owners of small and medium-sized enterprises who want to automate and streamline business processes ■Notes ・Please link both Google Sheets and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Various Ways to Automatically Create Documents from Google Sheets Data
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!
Automatically Send and Forward Google Sheets Data via Email
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.
Generate an invoice based on customer information in Google Sheets and send it via Gmail.
This is a flow to issue a document based on customer information in Google Sheets and send it to Gmail.
■Notes ・Please link Google Sheets and Gmail with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The workflow "When customer information in Google Sheets is updated, issue a document and send it via Outlook" automates the business workflow from customer management to invoice creation and email sending. Utilizing customer data managed in Google Sheets, it automatically generates invoices based on the necessary information and sends them via email to specified customers through Outlook. By automating the cumbersome tasks that were done manually, you can improve business efficiency.
■Recommended for ・Sales representatives managing customer information in Google Sheets ・Accounting personnel spending time on invoice creation and sending tasks ・Team leaders who want to reduce errors associated with manual document creation ・Owners of small and medium-sized enterprises who want to automate and streamline business processes ■Notes ・Please link both Google Sheets and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Automatically Send and Forward Google Spreadsheet Data to Chat Tools
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.
Issue an invoice based on customer information in Google Sheets and send it to Chatwork.
This is a flow to issue a document based on customer information in Google Sheets and send it to Chatwork.
■Notes ・Please link Google Sheets and Chatwork with Yoom. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Automatically Send and Transfer Google Sheets Data to a Storage Service
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.
Retrieve contract information from Google Sheets, translate it using DeepL, generate and send the contract, and save it to OneDrive.
■Overview This flow retrieves contract information from Google Sheets, translates it with DeepL, issues and sends the contract, and saves it to OneDrive. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Those who frequently contract with overseas clients and want to streamline contract translation and issuance ・Those who need to create and manage numerous contracts with foreign companies monthly and struggle with tracking updates ・Startup executives expanding overseas who face challenges in multilingual contract support and document management efficiency ・General affairs managers who want to centralize contract creation and management across multiple business units ・Those looking to standardize the workflow from contract creation to storage and improve operational efficiency
■Notes ・Please integrate Yoom with DeepL, Google Sheets, Google Docs, and OneDrive. ・Operations between "repeat the same process" are only available in the Team Plan and Success Plan. In the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・Please prepare a template for the contract in Google Docs. For details, please refer to the link below. https://intercom.help/yoom/ja/articles/8237765
■Overview This is a flow to issue a document and save it to Google Drive when a row in Google Sheets is updated. With Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data with Google Sheets ・If you manage data such as customer information using Google Sheets but find it cumbersome to issue documents manually
2. Companies that use Google Drive for file storage and sharing ・If you use Google Drive regularly and want to utilize it for saving and sharing invoices ・If you want to automate but don't know where to start
■Notes ・Please connect both Google Sheets and Google Drive with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
Let's Create a Flow to Automatically Generate Documents from Google Sheets Data
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:
Integrate Google Sheets and Outlook with My Apps
Copy the template
Set triggers in Google Sheets and actions in Outlook
Set the trigger to ON and complete the preparation for flow operation
When customer information in the Google Spreadsheet is updated, issue a document and send it via Outlook.
■Overview The workflow "When customer information in Google Sheets is updated, issue a document and send it via Outlook" automates the business workflow from customer management to invoice creation and email sending. Utilizing customer data managed in Google Sheets, it automatically generates invoices based on the necessary information and sends them via email to specified customers through Outlook. By automating the cumbersome tasks that were done manually, you can improve business efficiency.
■Recommended for ・Sales representatives managing customer information in Google Sheets ・Accounting personnel spending time on invoice creation and sending tasks ・Team leaders who want to reduce errors associated with manual document creation ・Owners of small and medium-sized enterprises who want to automate and streamline business processes ■Notes ・Please link both Google Sheets and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Step 1: Register Google Sheets and Outlook as My Apps
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.
Step 2: Copy the Template
Now let's proceed with the automation settings! Log in to Yoom and click "Try it" on the banner below.
When customer information in the Google Spreadsheet is updated, issue a document and send it via Outlook.
■Overview The workflow "When customer information in Google Sheets is updated, issue a document and send it via Outlook" automates the business workflow from customer management to invoice creation and email sending. Utilizing customer data managed in Google Sheets, it automatically generates invoices based on the necessary information and sends them via email to specified customers through Outlook. By automating the cumbersome tasks that were done manually, you can improve business efficiency.
■Recommended for ・Sales representatives managing customer information in Google Sheets ・Accounting personnel spending time on invoice creation and sending tasks ・Team leaders who want to reduce errors associated with manual document creation ・Owners of small and medium-sized enterprises who want to automate and streamline business processes ■Notes ・Please link both Google Sheets and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
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".
Step 3: Set the trigger for the Google Sheets that will be the starting point of the flow
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.
"Spreadsheet ID", "Sheet ID" → Select from candidates or check the description and enter
"Table Range (Start)" → In this case, A
"Table Range (End)" → In this case, E * Specify the alphabet of the column where the items end.
"Column with Unique Values" → Specify the column where values do not duplicate within the column * Be sure to set a column with unique values. If values are duplicated, it may not work correctly, so be careful. This time, we specified column A for the customer name column.
"Column to Detect Updates" → Specify the column name to detect updates * This time, we will set it to detect when the email address is updated, so specify column B. Which column to specify is set at your discretion.
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".
Step 4: Set up document issuance in Google Sheets
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.
"Google Drive Folder ID for Storage" → Set according to the candidates or description
"Output File Name" → Use the output to set By using the output in the file name, you can create a file name with the customer name or company name. The output is displayed by clicking the arrow in the red frame.
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!
Step 5: Set up sending emails with Outlook
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!
Step 6: Turn on the trigger button and start the flow bot
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.
Other Automation Examples Using Google Sheets
Yoom has many other automation templates that utilize Google Sheets! Check if there are any automation examples with apps you are familiar with.
Add a record to Salesforce when a row is added in Google Sheets.
This is a flow where you fetch report information from Meta Ads (Facebook) at a specified time daily, and automatically log it in a Google Spreadsheet.
■Overview The "Summarize content added in Google Spreadsheet with DeepSeek" business workflow automatically summarizes new data added to Google Spreadsheet using DeepSeek. This streamlines data organization and analysis, ensuring smooth daily operations. By leveraging Yoom's API integration and AI technology, it eliminates the need for manual summarization, significantly reducing time and effort.
■Recommended for ・Those who want to streamline data management using Google Spreadsheet and DeepSeek ・Business professionals spending time manually summarizing large amounts of data ・Company representatives looking to automate business workflows using AI ・Those who want to reduce errors in data summarization tasks ・Those who have already implemented Yoom and want to maximize its functionality
■Notes ・Please integrate Google Spreadsheet, DeepSeek, and Yoom. ・Triggers can be set at intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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