In this automation use-case, we will dynamically generate a ton of pdf from a template, each one of which will be customized, and then email each one specifically to the user.
So – the use-case revolves around sending a personalized holiday party invitation to a large group of individuals whose names and email ids are stored in a spreadsheet.
Let’s begin!
Prep Step: Create the invitation template and the invitee list
We do this with Google Docs and have them uploaded in a Google Drive folder. Note the {{participant_name}} tag in the document template. This will be filled with the first name, last name from the spreadsheet below.
Step 1: Source data from the invitee list
This is the first step of the bot – wherein we will start reading the above spreadsheet and source the first name, last name, and email address.
Step 2: Create Custom PDF’s from the template
In this step we are going to create a custom pdf from the Google Doc and will fill in the First Name and Last Name in the {{participant_name}} tag.
Step 3: Download Custom Invite
In this step, we download the now-filled pdf document to the bot memory. Note that the pdf document has been created already in the Google Drive folder which houses the document template.
Step 4: Send an email invitation
Pretty straightforward – we attached the pdf to the email address we source from the spreadsheet in Step 1. We put in a subject line and nice HTML formatted content which is personalized as well.
Step 5: Delete the custom pdf
While this step is not really crucial for the bot, we simply didn’t want hundreds of pdf’s clogging out Google Drive and hence thought of deleting each invite after they were sent out.
Step 6 – Update sheet for sent status
So if you look closely at the Pre Step above, the fourth column of the spreadsheet has a column (D) that says “Ready” – Once each invite is sent we want to update that particular cell for the line item to say “Sent” so that we know the bot is working fine and has done its job.
Step 7: Test Run
Now let’s do a test run and see if the proof is in the pudding!
Step8: Test Run Results
We can see that the Status column (D) of the spreadsheet has been up updated to say “Sent”. We terminated the bot in row# 13. So in the image below you can see that the email has been received by the invitee. The email was customized to spell out the first and last name as well as the pdf invite. Also in the last image, you can see that the actual pdf invitation also has the person’s name.
Conclusion
This is a simple use case we demonstrated how to dynamically generate pdf in bulk for free (and without any API’s) and with barely any coding.
According to human behavior expert, Dale Carnegie, “Remember that a person’s name is to that person the sweetest and most important sound in any language.” If you want to show that you care whether it be a new friend you meet or an employee or a customer, dropping their name will definitely send a spark of interest from you to that person. Wouldn’t it then be awesome to send such personalized invites?
Bulk pdf generation is easy with the right set of tools! Robotics Ready offers cloud-based bots that make RPA open to all small businesses. We assist you with getting everything rolling with RPA rapidly, effectively, and with minimal charge: and with the right toolset. Contact us today!
