In this article, we'll review the following scenario:


Step 1. Create a Google Form.

Create a Form through which your employees can request a document.


Step 2. Create a Document Template.

This is the template for the Employment verification letter. Put the values that are individual for each letter into the brackets, like that {{value}}. Further, we'll call these values Placeholders.

For example:

  • {{Current Date}}

  • {{Employee Name}}

  • {{Job Title}}

  • {{Start Date}}

etc.

Further, we'll send the document for a manager's signature, so we need to put the Placeholders for that as well. We recommend hiding those Placeholders behind the white font, so they'll display correctly for a manager who will sign.


Step 3. Build a Flow.

The Output data of the Trigger would be the following values:

We'll name this action Log Current Date in this Flow.

In the String Result Format field indicate in which format you'd like the date to be displayed in the document: mm/dd/yy

  • Connect a Lookup Row from the Google Sheet section.

    We'll name this action Lookup Employee info in this Flow.

    Most likely, all the information about Employees is stored in the database, for example, in Google Sheet. So we don't need to ask the employee to fill in this data in Google Form. We can just ask for the name, and zenphi will look up the rest itself.

    That's how you set up the Lookup Row action:

    The Search Column field would be the Employee's Full name, and the Search Value is the Output of the Google Form.

  • Connect Generate Document Using Template action.

    • Template field - choose the Document you've created in the Step 1.

    • Destination File - choose where your generated document will be located and the file name for the document.

    • Switch on the Generate PDF option.

    • Click on Load Placeholders - zenphi will automatically take the values in the {{brackets}} that you've indicated in the document. Near each Placeholder, put the value with the Token Picker.


    Take the {{Current Date}} from the Log Current Date action output - Formatted Result.

Take all the other values from the Lookup Employee Info action.

  • Connect eSign DocuSign Envelope action

    • Document field - put the PDF File token from the Generate Document Using Template action. That's the file that has already been generated and has all the employee data.

  • Connect the Update Security Settings action in the PDF section - it'll set the password protection to the generated and signed document.

    We'll name this action Set a Password in this Flow.


    Take the PDF document value from the previous (eSign DocuSign Envelope) action's output.

  • Connect Send email action - to send the ready document to the employee.

    • Take the recipient's email from the Google Form Trigger output.

  • Take the Attached file from the previous (Set a Password) action's output.


Step 4. Save, Test, and Publish.

When the Flow is ready launch the Test Run. For that, send one Google Form submission as a test.

If everything runs successfully, zenphi should:

  • Find the Employee data in the Google Sheet;

  • Generate the document with the pre-filled values;

  • Send the document for eSigning by email;

  • Set the Password to the document;

  • Send the ready document back to the employee.



    Check out more zenphi tutorials here.

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