Auto-filling a Google Doc template with data from Google Sheets streamlines the process of generating documents such as invoices, reports, and letters.
This automation saves time, reduces manual entry errors, and ensures consistency across documents. It's particularly useful for businesses and individuals who frequently generate documents with similar structures but varying content.
First, we need to get all of our data that we want merged into a Google Doc template into the right format in our Google Sheet. In this example, we're going to generate one Google Doc per Google Sheet row. To make sure everything works properly, make sure your Google Sheet data conforms to these formatting rules:
If your data is coming from a Google Form, your data is stored in a Google Sheet so these instructions are for you as well.
Next, we'll need to make the Google Doc template that will get populated with the data from our Google Sheet. You can either start from scratch, or adapt an existing template that you have.
We'll designate which parts of the document will be replaced with spreadsheet data by using the {{Column Name}} syntax. (make sure there are no spaces between the curly braces and letters)
The key here is that whatever is inside of the curly brackets {{ }} must exactly match the name of the column header in your Google Sheet, including the same capitalization and spaces. So for example, if in our Google Sheet we have a column for First Name, then everywhere we want that value to be inserted into the template we'll need to put {{First Name}}.
We will use Lido, a new spreadsheet built to automate repetitive tasks, to merge our Google Sheet data into the Google Doc template to create new Google Docs. There is a free tier with paid plans as well. You can create a new account here: https://www.lido.app/go/signup
Step 1. From the Lido Files page, click Create a new file
Step 2. then click Connect Data and select Google Sheets.
Next, paste in your Google Sheet URL. If it's your first time connecting a Google Sheet to Lido, you'll need to authenticate into a Google account that has access to the sheet you're trying to connect.
Select all of the columns that you want to connect to Lido. Make sure to connect all of the columns that are referenced as variables in your Google Doc template.
Click Add Data.
Your Lido spreadsheet should now have connected data from your Google Sheet. It will look like this:
Now we need to add the formula to create the Google Docs with our spreadsheet data.
The formula looks like this:
=CREATEGOOGLEDOC(<drive credential>,<template file>,<file name>,<status cell>)
Drive Credential - if its your first time, you'll need to add a credential to give Lido access to reading and updating your Google Docs.
Template file - use the file picker for Google Drive and choose your Google Doc template file.
File Name - name of the new Google Doc that is being created. You can make dynamic file names such as:
"Application Form for " & B2
Status Cell - when the Google doc is generated successfully, the full path to the new Google Doc will be put in this cell. Usually, its the next column over from CREATEGOOGLEDOC.
for example: https://docs.google.com/document/d/1qI1byK0NzTV79QfRpwSNx99-lGPjChm1sL75fQCBIAU/edit?usp=drivesdk
^^^
info
Computed Column
A Computed Column in Lido copies the same formula down to every row and grows as your data grows.
^^^
You can do so by choosing "Add Credential" in the first argument of CREATEGOOGLEDOC. Follow the prompts.
Create a new Linked Column and name it "Status".
A Linked Column needs to tie itself to another column with unique values in your data (A "Unique ID column"). Timestamp, orderid, or email are often good columns to use as an ID Column.
^^^
info
Linked Column
A Linked Column in Lido lets you add notes to external data - and stays linked to your source data (such as records in Google Sheets) by tying itself to a column in the source data that has unique values. Timestamp, ID columns, or email can be good "ID Columns" for a Linked Column.
^^^
^^^
info
Create a PDF
If you want to create a PDF instead of (or in addition to) a Google Doc, you can use the =CREATEPDF() formula in place of =CREATEGOOGLEDOC(). It takes in the same formula inputs.
^^^
Run a test of any of CREATEGOOGLEDOC action formulas and review the generated Google Doc.
To run the whole column of actions, choose "Run Column Now" from the "Create Doc" column menu. This will run all CREATEGOOGLEDOCS cells in the column
You can run this column manually to generate your new Google Docs. However, if you'd like to automate this whole process to automatically create a Google Doc whenever a new row gets added to your Google Sheet, then read on.
Automatically create a Google doc when a new row is added.
We only want to create a Google Doc if we haven't already created one for that row of data. In other words, only if the Status column (column F) is blank.
We do this by using a regular spreadsheet IF formula, and only show CREATEGOOGLEDOC if our criteria is met. In this case, by making sure the Status field is still blank (it's a new record that's been added and a Google Doc hasn't been created for it yet) . Otherwise, it will show FALSE.
=IF(F2 ="",CREATEGOOGLEDOC(<credential>,<path to template>,<file name>,<status>))
Choose the interval that makes sense, daily, hourly, etc.
At the time you specify Lido will fetch the latest records from Google Sheets, evaluate the Lido spreadsheet, and any action formulas will be run (CREATEGOOGLEDOC is an action formula)
Let's review what we covered!
Yes! A template is just the URL to your actual Google Doc template file. So you can set up a spreadsheet formula to check some other value and change the template accordingly.
=IF(B2="Professional Package","<path template #1>,<path to template #2>)
