Google Sheets to Outlook Email Automation with PDF Generation
Budget: $40 – $75 CAD
Project: Google Sheets to Outlook Email Automation with PDF Generation
Objective:
Automate the process of generating Word documents and PDFs from Google Sheets, then attaching the PDFs to Outlook emails. The process should allow for emails to be sent automatically or saved as drafts for review.
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Project Specifications:
1. Data Source:
- A Google Sheets spreadsheet with 200-300 rows, possibly up to 500 rows.
- Each row will have multiple fields (e.g., Name, Email, Phone Number, Address).
- The "To" email address will be taken from one of the fields in each row.
2. Google Docs Templates:
- Multiple Google Docs templates, each containing placeholders for various fields (e.g., <<Name>>, <<Address>>).
- Placeholders should be updated dynamically based on the data in the Google Sheets.
3. Required Automation Process:
- The script will:
- Loop through each row in the Google Sheets document.
- Populate a Google Docs template based on the row’s data.
- Export the document as both a Google Doc and a PDF.
- Save the Google Docs and PDFs in a specified folder in Google Drive.
- Attach the PDF to an email in Outlook online, with the recipient email coming from the corresponding row.
- Use an email template to dynamically populate the email’s body and subject line with information from the row.
- Email options:
- Auto-send emails: Automatically send the emails with the populated information.
- Draft emails: Save them as drafts in Outlook for manual review.
4. Email Configuration:
- The "From" field in the email should be selectable at the time of process initiation.
- The "To" field will be automatically populated based on the email address in the corresponding row.
- The Subject line of the email will include variable data from the row (e.g., <<Name>>, <<Date>>).
- The Body of the email will come from a template, updated with fields from the row.
- A PDF (generated from the Google Doc) will be attached to the email.
5. Technology Stack:
- Google Sheets: To store and manage input data.
- Google Docs: To create and populate document templates.
- Google Drive: To store generated Google Docs and PDFs.
- Outlook Online: To send or save the emails with attachments.
- Google Apps Script (preferred): Automation to be set up using Google Apps Script to handle the document population, PDF generation, and email sending.
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Functional Requirements:
1. Google Sheets Input:
- The freelancer must work with a spreadsheet where fields (columns) are clearly labelled (e.g., Name, Email, Address, etc.).
- The spreadsheet should be easy to update and accommodate new rows.
2. Google Docs Templates:
- Placeholders will be clearly defined in the template (e.g., <<Name>>, <<Address>>).
- Multiple templates should be supported within the same process.
3. PDF and Google Docs Generation:
- The script will populate Google Docs with data from each row.
- Generate both Google Docs and PDF versions of the document for each row.
- Store both formats in a pre-specified folder in Google Drive.
4. Email Automation:
- The "To" field will be auto-populated from the row.
- The Subject and Body will be populated with data from the row, based on an email template.
- The generated PDF will be attached to the email.
- The user will have the option to:
- Automatically send the emails or,
- Save them as drafts for review in Outlook.
- The user should be able to select the "From" field at the time of initiating the process.
5. Error Handling:
- Ensure error handling for missing or invalid fields.
- Notify the user if a field is incomplete or an email address is missing.
6. Scalability:
- The solution should support up to 500 rows without performance degradation.
---
Deliverables:
1. Fully functioning Google Apps Script or alternative automation.
2. Documentation outlining:
- Setup and how to run the automation.
- How to add or modify templates.
- How to update the Google Sheets file.
- How to troubleshoot common errors.
3. Demo session for explaining the use of the automation.
Objective:
Automate the process of generating Word documents and PDFs from Google Sheets, then attaching the PDFs to Outlook emails. The process should allow for emails to be sent automatically or saved as drafts for review.
---
Project Specifications:
1. Data Source:
- A Google Sheets spreadsheet with 200-300 rows, possibly up to 500 rows.
- Each row will have multiple fields (e.g., Name, Email, Phone Number, Address).
- The "To" email address will be taken from one of the fields in each row.
2. Google Docs Templates:
- Multiple Google Docs templates, each containing placeholders for various fields (e.g., <<Name>>, <<Address>>).
- Placeholders should be updated dynamically based on the data in the Google Sheets.
3. Required Automation Process:
- The script will:
- Loop through each row in the Google Sheets document.
- Populate a Google Docs template based on the row’s data.
- Export the document as both a Google Doc and a PDF.
- Save the Google Docs and PDFs in a specified folder in Google Drive.
- Attach the PDF to an email in Outlook online, with the recipient email coming from the corresponding row.
- Use an email template to dynamically populate the email’s body and subject line with information from the row.
- Email options:
- Auto-send emails: Automatically send the emails with the populated information.
- Draft emails: Save them as drafts in Outlook for manual review.
4. Email Configuration:
- The "From" field in the email should be selectable at the time of process initiation.
- The "To" field will be automatically populated based on the email address in the corresponding row.
- The Subject line of the email will include variable data from the row (e.g., <<Name>>, <<Date>>).
- The Body of the email will come from a template, updated with fields from the row.
- A PDF (generated from the Google Doc) will be attached to the email.
5. Technology Stack:
- Google Sheets: To store and manage input data.
- Google Docs: To create and populate document templates.
- Google Drive: To store generated Google Docs and PDFs.
- Outlook Online: To send or save the emails with attachments.
- Google Apps Script (preferred): Automation to be set up using Google Apps Script to handle the document population, PDF generation, and email sending.
---
Functional Requirements:
1. Google Sheets Input:
- The freelancer must work with a spreadsheet where fields (columns) are clearly labelled (e.g., Name, Email, Address, etc.).
- The spreadsheet should be easy to update and accommodate new rows.
2. Google Docs Templates:
- Placeholders will be clearly defined in the template (e.g., <<Name>>, <<Address>>).
- Multiple templates should be supported within the same process.
3. PDF and Google Docs Generation:
- The script will populate Google Docs with data from each row.
- Generate both Google Docs and PDF versions of the document for each row.
- Store both formats in a pre-specified folder in Google Drive.
4. Email Automation:
- The "To" field will be auto-populated from the row.
- The Subject and Body will be populated with data from the row, based on an email template.
- The generated PDF will be attached to the email.
- The user will have the option to:
- Automatically send the emails or,
- Save them as drafts for review in Outlook.
- The user should be able to select the "From" field at the time of initiating the process.
5. Error Handling:
- Ensure error handling for missing or invalid fields.
- Notify the user if a field is incomplete or an email address is missing.
6. Scalability:
- The solution should support up to 500 rows without performance degradation.
---
Deliverables:
1. Fully functioning Google Apps Script or alternative automation.
2. Documentation outlining:
- Setup and how to run the automation.
- How to add or modify templates.
- How to update the Google Sheets file.
- How to troubleshoot common errors.
3. Demo session for explaining the use of the automation.