February 20, 20230 Commentzenphi Use Cases
If you’re someone who uses Google Docs regularly, you likely appreciate its ease of use to create, collaborate on, and share documents. But if your job involves dealing with many documents daily, you’ve probably experienced the annoyance of having to complete repetitive tasks and manual data entry. In this article, we’ll show how to automate your Google Docs workflow to save time and effort for yourself and your team, using zenphi.
Zenphi is the only no-code process automation tool built specifically for Google Workspace. With dozens of powerful integrations for Google Apps like Google Forms, Sheets, Gmail, Calendar, and other popular business tools such as Asana, DocuSign, and Trello, automating your workflows has never been easier!
Automate Google Docs generation
Automating the document generation process with zenphi can be a real game-changer for those who regularly produce documents in their work. It can save a lot of time and effort that would otherwise be spent manually copying and pasting the required values into the document.
With zenphi, all the necessary data can be automatically populated into the document making the whole process much more efficient and seamless. Furthermore, there is no need to worry about typos or accidentally missing out on crucial information. With zenphi, you can rest assured that the document will be accurate and complete every single time.
For example, you can set up a workflow that automatically creates a new Google Doc when a Google Form response is received and populate the answers from the form right into the document. To do this, you’ll need to create a master template Google Doc that zenphi will use as a starting point. Then, whenever someone submits a form, zenphi will take the master template, automatically paste the unique values from the form, and create a brand new document.
You can also automatically paste the data from Google Sheets, Typeform, and any other system you use. Moreover, you can automatically move the generated document to the right Google Drive folder, export it to PDF, DOCX, or HTML and send the newly generated document via email.
Watch this brief tutorial to learn how to configure this:
Automate document e-signing
Poorly organized e-signing processes can be inefficient and time-consuming. This is especially true when dealing with several documents or multiple signers, as they require more rounds of requesting, signing, and sending documents back and forth.
Furthermore, disorganized e-signing can lead to a lack of visibility and transparency. There is no straightforward way to monitor the progress of the signing process. It can be difficult to know who has signed the document, who still needs to sign it, and what stage the process is in.
By automating the e-signing process with a tool like zenphi, you can finally streamline the process, while at the same time improving security and accuracy. As a result, it will significantly enhance collaboration with other parties involved in the signing process. With zenphi, you can easily track and manage the progress of multiple signers, send reminders, and reduce communication gaps.
Zenphi integrates seamlessly with the best eSign platforms, such as DocuSign, Adobe eSign, and Annature. With these integrations, you can simplify your workflow and save time and effort while managing your documents across different platforms.
Watch this tutorial to learn how you can do it:
Automate Google Docs approval
With traditional manual methods, approvals processes can often result in delays, miscommunication, and mistakes. Automating your approval process can help reduce the risk of human error and ensure that the right people review and approve each document on time.
Zenphi allows you to create customizable workflows for document approvals. Now, it’s easy to automate the entire process, from sending out the document for review to tracking the progress and receiving feedback. You can also set up specific rules for approval workflows, configure the notifications, and manage the whole process from one centralized location. Moreover, zenphi provides a complete report of the approval process, allowing you to track and log every step, review comments, and ensure that nothing gets missed.
Check out this tutorial on how to automate the approval process with Google Docs. If you want to learn more about assigning approval and other tasks with zenphi within your processes, watch this explainer video:
Automate document exporting
As part of your document management process, you may need to export the Google Doc in a specific format. By automating the export process with zenphi, you can reduce your risk of error and ensure that the right version of the document is exported to the right location in the right format.
Zenphi enables the automatic export of Google Docs to formats such as HTML, PDF, EPUB, MS Word Document, and more. It also works the other way around, so you can convert any of the mentioned file formats to Google Docs. If you export your Google Doc file to PDF, then you can extend your automated workflow by merging your PDF files, extracting pages from them and setting up the password.
Additionally, you can specify the Google Drive location to store the documents or create new locations for them. As a bonus, zenphi provides an audit trail of the export process, allowing you to track every step and review every exported file.
Check out this helpful article to easily set up a workflow.
Automatically share Google Docs
At any stage of your document management process, you may need to share or unshare it with people inside and outside your organization. This can create security gaps and reduce collaboration efficiency if not set up correctly.
Zenphi allows you to automate the sharing of your Google Docs with particular users, groups, or domains. Moreover, it’s possible to customize the access levels.
For instance, you can create a workflow that shares a document with a specific team member or group as soon as it is created, and after a certain period of time delete the sharing. This can be a great way to ensure that the document is accessible and utilized by the intended audience for the intended purpose.
Discover even more ways to power up your Google Docs with automation
We’ve just outlined the most common ways to automate Google Docs. However, zenphi’s powerful features provide more potential for you and your team. For example, you can use the “Insert Sheets Table into Document” action to automatically add a table range from a Google Sheets file to a specific place in a Google Docs document. Additionally, it is possible to bulk edit the document values; merge, move, copy, and delete Google Docs within the locations with the Google Drive actions.
These manual, time-consuming tasks are often part of larger processes, such as:
and more. Zenphi makes it easy to automate processes end-to-end, with no coding required. Simply drag & drop!
Usually, your document management doesn’t end up on Google Docs. Luckily, you can bring automation to all stages of your operations. Watch this short video to learn how to use the power of AI to streamline your document processing:
Leveraging zenphi to automate your Google Docs workflow can help you save time, streamline processes, and boost productivity. Whether you need to create document generation workflows, automate document sharing, send email notifications, export documents, or automate document approvals, zenphi has the tools you need to get the job done. So if you’re looking to automate your Google Docs workflow, give zenphi a try.