Automations: Create Document

Contents

• Pre-requisites for using the Create Document automation
• How to set up an automation to create Microsoft Word documents
• How to set up an automation to create Google Docs
• Tips on using the Create Document automation
  • Notifying employees about the created document

Pre-requisites for using the Create Document automation

To use this automation, you will either need to connect your Google Workspace or Microsoft organization to Dado. Here are our instructions for setting up Google integration, and setting up a Microsoft integration.

How to set up an automation to create Microsoft Word documents

Step 1: Create a template document in Microsoft Word Online

The Create Document automation needs a template for the documents it will create. You'll need to create this yourself, then grant access to Dado.

1. Create a new Word Document, and add your content.
2. Share the Document with your Microsoft integration user. How to find out your for Microsoft integration user.
3. If you'd like Dado to insert data about employees into each document it creates, use Dado variables in your template. Any data point Dado holds about an employee can be used as a variable in your template. You can check the Dado variables by doing the following:
   • Go to your Dado experience, in edit mode
   • Add a new automation to your timeline

   • Drag the Create Document automation to the middle column

     

   • In the right-hand column, click Variables to insert Dado data. This will open a new window with a list of the variables

     

     
     
   • Copy and paste the text inside curly brackets into your template. For instance, to insert the participant's full name, you would add {{ participant.fullName }} to your template document.

   • You can also use fallbacks for variables in your template. Find out more about fallbacks here.

     

Step 2: Set up the automation in Dado

1. Go to your Experience in edit mode.
2. Click anywhere on the timeline to add your Automation.

3. Drag the Create Document action from the right hand section to the center section.

   

4. Fill in the details of the documents you'd like to be created

   

   • Template URL: copy and paste the URL of the template document you created in the previous step. Be sure this template is shared with your integration user!
   • Send to: select where the created documents will be delivered. Please be aware that only one folder can be set for the entire experience, and this folder will also be used for any Upload File subtasks.
   • Document name: specify what the created documents should be called. You can use variables to personalize the document names, eg with the name of the participant
   • Grant access to: specify who should be able to access the created document. For instance, if you're creating a 30-60-90 day plan for a new hire, then the new hire and their manager should be granted access.
     • this dropdown lets you select which roles in the experience should have access. The field directly below enables you to specify other email addresses who should have access.
   • Additional access granted to: in this field you can specify any email addresses who should have access to this document. For instance, if you're generating personalized sales target documents for each of your reps, you might want the Sales Director to have access to every document.

5. Optionally, set a Data Destination, where the URL of each created docs will be stored.
   • This can be useful if, for instance, you want to send a message/task to a Participant/Supporting Actor with the URL of the document you've created.
   • You may need to create a new Custom Field to store this URL.

6. When you've finished, save your automation and save your Experience.

How to set up an automation to create Google Docs

1. Go to your Experience in edit mode.
2. Click anywhere on the timeline to add your Automation.

3. Drag the Create Document action from the right hand section to the center section.

   

4. You'll now see some settings for the Create Document automation in the right hand column

   

5. First, choose the location where you'd like documents to be sent.
   1. If you already have a Drive folder associated with this Experience (eg to store uploaded files), your new docs will be created there.
   2. If you don't already have a Drive folder associated with this Experience, you can choose the name of a folder Dado will create to store these documents. You cannot specify an existing folder.
6. Create a template Google Doc by clicking the Create template document link.
   1. This will create a new blank Google Doc in the folder you specified above. A link will be shown on screen for you to open this document
   2. You can now fill out the template so it looks like the documents you want Dado to automatically create. If you already have a template, you can copy-paste its contents into this blank Google Doc.
7. If you'd like Dado to insert data about employees into each document it creates, use Dado variables in your template.
   • As soon as the template has been created, you'll see a Variables to insert Dado data link. Click this and a new screen will appear showing you the variables that can be inserted.
   • Copy and paste the text inside curly brackets into your template. For instance, to insert the participant's full name, you would add {{ participant.fullName }} to your template document.

   • You can also use fallbacks for variables in your template. Find out more about fallbacks here.

     

8. Fill out the other details of the documents you'd like to be created:
   • Document name: specify what the created documents should be called. You can use variables to personalize the document names, eg with the name of the participant
   • Grant access to: specify who should be able to access the created document. For instance, if you're creating a 30-60-90 day plan for a new hire, then the new hire and their manager should be granted access.
     • this dropdown lets you select which roles in the experience should have access. The field directly below enables you to specify other email addresses who should have access.
   • Additional access granted to: in this field you can specify any email addresses who should have access to this document. For instance, if you're generating personalized sales target documents for each of your reps, you might want the Sales Director to have access to every document.

5. Optionally, set a Data Destination, where the URL of each created docs will be stored.
   • This can be useful if, for instance, you want to send a message/task to a Participant/Supporting Actor with the URL of the document you've created.
   • You may need to create a new Custom Field to store this URL.

6. When you've finished, save your automation and save your Experience.

Tips on using the Create Document automation

Notifying employees about the created document

The Created Document automation lets you specify who should be granted access to the document. However, these people will not be automatically notified when the document is created.

If you'd like to share the document with anyone, we recommend the following:

• Store the created document URL in a Dado Field, using the Data Destination feature (see the penultimate bullet in Step 2 above). For instance,
• Create a task or message to send to the person who should be notified
  • You may need to create a new Supporting Actor if that individual is not already part of this experience.
• Set that task or message to send after the automation fires
  • This can be 1 day after, or you can just set the send date for the Task/Message to be 10mins after the automation.

    • Do this by going to the Send Date section in the left hand column (for messages) or the Start and Deadline section in the left hand column (for tasks), and clicking the Add time link.

      

      
      
• Add the URL variable to a text block or link task in your new Task or Message