Generate Documents using Workiom

You can use Workiom's ability to communicate really well with other platforms to create your desired document with the data you have in your workspace.

Chat icon

The is a step-by-step guide on how to create document based on the info already found in a record in your workspace

We will take invoice generation as an example

Step - 1: Install the Template.

Install Sales Order Tracking from the templates in your workspace.

The fields in the template are as follow:

  • #: Record ID
  • OrderDate
  • ClientName
  • Order ID
  • Products: The requested products
  • Invoice_Address: Client Address
  • Expected_amount: the expected amount.
  • Discount or Additional fee
  • Final_Amount: The final amount after the discount or additional fees applied.

Step - 2: Create a list for InvoicesThis list should contain the following fields:

  • Invoice ID
  • SalesOrder: The Sales Order Tracking Record ID from the previous list.
  • DocFile URL: A link to the generated invoice in docx format
  • PDFFileURL: A link to the generated invoice in PDF format
  • DocFile: The generated file attached in docx format.
  • PDFFile: The generated file attached in PDF format.

Step - 3: Create a template using Google Docs

The values that will be received from Workiom should be inserted using the double curly, (e.g.  {{FINAL_AMOUNT}}) brackets, please note that the name of the field should be an exact match of the field name in your workspace. Below screenshot as an example

Step - 4: Create a Zap

  • Open Zapier and create a new zap.
  • Then Search for Workiom in the trigger step.
  • Choose “Record Created” as the trigger type 
  • Authenticate the account using an Admin user API key
  • Chose the App name and list
  • Test the trigger
  • Choose Zapier Format as the next action
  • Under transform select the following format: yyyy-mm-dd hh:mm:ss.
  • Select the date field under Input if not selected
  • Select the desired format under “To Format
  • Select ”Create Document from Template” as the next action
  • Then Map the fields from the previous steps
  • Select “Find a file” in google Drive as the next action
  • The last step is to set an action to create a record in the second list in Workiom “Sales Order Files” and map the Main information as follows
  • Sales Order from the Trigger step
  • Title, Doc File URL && PDF File URL from the Third action “Create Document from Template”
  • Doc File & PDF File from the action “Find a file.”
  • Once the automation is tested, a new record will be created in Workiom List containing files URLS and documents.
  • The final document should look something like this
Search icon

Looking for something else?

Search by entering some keywords such as; 'email automation', 'linked list'...
Chat icon

Still need help?

If you could not find the answer to your question, please contact the support team using the chat box.