Autofill Google Doc Template from Google Sheets | Google Apps Script

Outright Systems

14 Sept 202205:34

Summary

TLDRThis video tutorial demonstrates how to automatically autofill data from a Google Spreadsheet into Google Docs. It guides viewers through creating an Apps Script to generate and populate Google Docs with information from the spreadsheet, including names, addresses, and contact details. The video also covers setting up the script, granting permissions, and ensuring that the generated documents are correctly linked and stored in Google Drive. Additionally, it shows how to recover deleted documents and links by rerunning the script. The tutorial is designed to simplify document automation using Google tools.

Takeaways

📊 The video demonstrates how to autofill spreadsheet data into Google Docs.
🔑 Essential details such as full name, address, and contact number are added to the spreadsheet.
🔗 The 'Document Link' column in the spreadsheet will be updated automatically.
📝 Google Docs file is used to show variables including the template content for leads.
🛠️ Google Apps Script is utilized to automate the process with custom code.
📋 The script includes creating a menu item for easy access to the autofill function.
👤 Users need to sign in with their Google account and accept privacy policy and terms.
🔄 After script execution, the 'Autofill Docs' option appears in the spreadsheet for use.
📑 The script function adds document links for each lead and populates them with template information.
🗂️ Each lead's Docs file is saved in the specified Google Drive folder.
🔄 Even if Docs files are deleted, the script can regenerate links and restore files.

Q & A

What is the main topic of the video?
-The video explains how to automatically autofill spreadsheet data to Google Docs.
What kind of details are included in the spreadsheet mentioned in the video?
-The spreadsheet contains essential details such as full name, address, contact number, and other relevant information about leads.
Is the document link column in the spreadsheet already filled out?
-No, the document link column is pending but will be updated automatically.
What is the purpose of opening the Google Docs file in the video?
-The purpose is to show the variables including the template content that will be sent to the leads.
How does one access the Apps Script in the video?
-By going to the Extensions option and then clicking on Apps Script.
What is the first step in writing the code for the Apps Script project?
-The first step is to write the name of the project as per your choice.
What does the code written in Apps Script do?
-The code creates a menu item that allows for the autofill of documents from the spreadsheet data.
Why is it necessary to review permissions and sign in with a Google account?
-It is necessary to grant the script access to the Google services it needs to function properly and to ensure the user's privacy policy and terms are accepted.
What happens after the script execution is successful?
-After a successful execution, the 'autofill docs' option appears in the spreadsheet, allowing the user to run the script function.
How can one ensure the script function works after the initial setup?
-By opening the Extensions option again, clicking on Apps Script, copying the Google Docs template URL and replacing it in the script, and ensuring all fields are correctly matched.
What happens if the Google Docs files are deleted or links are removed from the spreadsheet?
-The script can be run again to regenerate the links and restore the files in Google Drive.
What is the final step suggested in the video for the viewers?
-The final step is to like, share, and subscribe to the video.

Outlines

00:00

📊 Automating Spreadsheet Data Autofill to Google Docs

This paragraph introduces a tutorial on how to set up an automated system to autofill spreadsheet data into Google Docs. The spreadsheet contains essential details such as full names, addresses, contact numbers, etc., and is set to automatically update the document link column. The video demonstrates opening a Google Docs file, navigating to the 'Extensions' option, and using 'Apps Script' to write and execute a script that creates a menu item for the autofill function. The process includes saving the project, reviewing permissions, signing in with a Google account, and accepting privacy policies. After successful execution, the 'autofill docs' option appears in the spreadsheet, allowing the script to automatically add document links for each lead. The paragraph concludes with instructions to copy the entire script from the YouTube description, replace placeholders with specific Google Docs IDs and folder IDs, and execute the script to see the automatic addition of document links.

05:00

🔄 Restoring Deleted Docs and Spreadsheet Links

In this paragraph, the video script illustrates the process of recovering deleted Google Docs files and their links from a spreadsheet. It demonstrates that even after documents are removed from Google Drive and links are deleted from the spreadsheet, the script can regenerate these links and restore the documents. The user is guided to use the 'autofill docs' function to rerun the script, which reestablishes the document links and reinstates the Google Docs files in the Drive. The paragraph ends with a call to action, encouraging viewers to like, share, and subscribe to the channel.

Mindmap

Keywords

💡Autofill

Autofill is a feature that automatically completes data fields based on predefined patterns or user input. In the context of the video, it refers to the process of automatically populating Google Docs with data from a spreadsheet. The script provided in the video enables users to autofill spreadsheet data into Google Docs, streamlining the process of creating personalized documents for each lead.

💡Spreadsheet

A spreadsheet is a digital document designed for organizing, analyzing, and storing data in a tabular format. In the video, the spreadsheet contains essential details such as full names, addresses, and contact numbers of leads. It is the source of data that will be automatically filled into Google Docs, demonstrating how to integrate data from one platform to another.

💡Google Docs

Google Docs is a web-based document editor that allows users to create, edit, and collaborate on documents in real-time. The video script describes how to use Google Docs as a destination for autofilling data from a spreadsheet, showcasing its capability to be dynamically populated with personalized information.

💡Apps Script

Google Apps Script is a cloud-based scripting platform that allows users to automate tasks across Google products. In the video, Apps Script is used to write custom code that enables the autofilling of Google Docs with data from a spreadsheet. It is a key component in the automation process described in the script.

💡Menu Item

A menu item in the context of Apps Script refers to an option that appears in the Google Sheets menu, allowing users to trigger the script. The video script instructs viewers to create a menu item that, when clicked, will execute the autofill functionality to populate Google Docs with data.

💡Code

Code, in this context, refers to the set of instructions written in a programming language to perform a specific task. The video provides a script with code that users need to write in Apps Script to automate the process of autofilling Google Docs. The code is essential for the automation process and is provided for users to copy and implement.

💡Review Permissions

Review Permissions is a security step in Google Apps Script where users are prompted to grant the script access to their Google account data and services. The video script mentions this step as part of the setup process, emphasizing the importance of security and user consent in the automation process.

💡Privacy Policy

A privacy policy is a document that informs users about how their personal information is collected, used, and protected. In the video, accepting the privacy policy is a necessary step before executing the script, highlighting the importance of understanding and agreeing to the terms of data handling when using automated scripts.

💡Template

A template in the context of the video refers to a pre-designed Google Docs document with placeholders for data. The script in the video is used to fill these placeholders with data from the spreadsheet, creating personalized documents for each lead. The template is a crucial part of the automation process, ensuring consistency in the output documents.

💡Google Drive

Google Drive is a cloud storage service that allows users to store and access files from anywhere. The video script mentions Google Drive as the location where the autofilled Google Docs will be saved. It also demonstrates the script's capability to recreate links and files even if they are deleted, showcasing the robustness of the automation process.

💡Script Function

In the context of the video, a script function refers to a specific piece of code within the Apps Script that performs a particular task, such as autofilling Google Docs. The script function is what users will run to execute the automation, and the video describes how to access and use this function within the spreadsheet.

Highlights

The video explains how to autofill spreadsheet data to Google Docs automatically.

Essential details such as full name, address, and contact number are added to the spreadsheet.

The document link column in the spreadsheet will be updated automatically.

Demonstration of opening the Google Docs file to show variables and template content.

Instructions on how to open the extensions option and access Apps Script.

Guidance on writing a project name for the Apps Script.

Explanation of writing code to create a menu item in the Apps Script.

Details on saving the project after completing the code.

Process of running the script and reviewing permissions.

Instructions on signing in with a Google account and accepting terms.

Confirmation of successful execution and the appearance of the 'autofill docs' option.

How to copy the entire script from the YouTube description.

Steps to replace the Google Docs template URL and Google Drive folder ID in the script.

Importance of matching all fields in the Apps Script with the spreadsheet.

Demonstration of the script function working and auto-adding document links.

Verification of details added correctly with the template in each Google Docs file.

Showcasing the recovery of deleted documents and links by re-running the script.

Encouragement to like, share, and subscribe to the video channel.