Generate Documents using Workiom

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