Create PDF Report Based on Google Sheets Data, Analyze with ChatGPT and Send via Email using Zapier and PDF.co

Step 1: Open Zapier Account

• Let’s start by logging in to your Zapier account and creating a Zap.

Step 2: Google Sheets App

• Next, add the Google Sheets app to Zapier and choose the New Spreadsheet trigger. This will allow you to trigger automation when you create a new spreadsheet.

Step 3: Setup Trigger

• To set up the Google Sheets configuration, enter My Google Drive as the Drive to use for the spreadsheet storage.

Once you have set up the Google Sheets configuration, test the trigger to ensure that everything is working correctly.

Step 4: Test Trigger Result

• Great! Now that you have tested the trigger and confirmed that the automation process is working correctly, you can proceed to the next step, which is to add an app that will convert the Google Sheet spreadsheet to a PDF format.

Step 5: Add PDF.co App

• To streamline your automation process, you can integrate the PDF.co app. Once you’ve done so, select the “Anything to PDF Converter” function. This will enable you to instantly transform your Google Sheets spreadsheet into a top-quality PDF file, with no manual intervention required.

Step 6: Setup PDF.co Configuration

To configure the settings for converting a Google Sheets spreadsheet into PDF format, follow these steps:

• In the “Input Type” field, select the “Link to a CSV, XLS, XLSX, TXT spreadsheet file or filetoken:// link” option. This will allow you to convert the spreadsheet to PDF format.
• For the Input field, select the Direct Link from Google Sheets spreadsheet. This will ensure that the app can access the spreadsheet and convert it to PDF format.
• In the “Name” field, enter your preferred output PDF file name. This will help you keep track of the converted files and ensure that they are easily identifiable in your storage system.

Once you’ve configured the settings for the “Anything to PDF Converter” feature in PDF.co, it’s time to test the action to ensure its seamless functionality. This step will allow you to verify that your automation workflow is working correctly and producing the desired outcome.

Step 7: PDF.co Test Result

• Fantastic! The PDF.co conversion action has flawlessly processed your request, transforming the Google Sheets spreadsheet into a PDF format. To access the converted file, just copy the generated URL and paste it into your preferred web browser. From there, you can easily view the output and ensure that it meets your requirements.

Step 8: Converted PDF Document

• Here’s what the converted PDF document from the Google Sheets spreadsheet looks like.

With the PDF output successfully viewed and validated for your preferred quality and formatting standards, you can now move on to the next stage of the automation workflow. This step involves leveraging ChatGPT to analyze the contents of the PDF document and generate a text response. To achieve this, you’ll need to copy the text content of the PDF file and input it into ChatGPT for analysis. This process will enable you to gain insights and extract valuable information from the PDF file with ease.

Step 9: Add ChatGPT App

• For the next step, you’ll need to integrate the ChatGPT app into your automation workflow. After that, you can initiate a Conversation and send a chat message to OpenAI, followed by inputting the text content of the PDF document. This will enable you to generate a text completion using ChatGPT’s advanced capabilities, giving you deeper insights into the contents of the PDF file. By incorporating ChatGPT into your workflow, you can effortlessly extract valuable information and gain a more comprehensive understanding of your data.

Step 10: Setup ChatGPT Configuration

Let’s configure the ChatGPT settings to enable the app to analyze the text content from a PDF document and generate responses based on the user’s message.

• To begin, enter the text command that will trigger the analysis and response generation for the PDF text content in the User Message field. You should also include the actual text content from the PDF document.
• For the Model, Temperature, Assistant Instructions, User Name, and Assistant Name fields, you can use the default values provided by ChatGPT. These default settings ensure that the app is using the appropriate language model and settings to generate accurate and helpful responses for your customers.
• In the Memory Key field, add a unique value that will allow the assistant to continue the conversation and store any relevant information for future reference. This functionality enables the app to remember previous interactions with the customer and provide more personalized and helpful responses over time.

Once you have configured the ChatGPT app, you can test it by sending a message with the trigger text command and the text content from the PDF document.

Step 11: ChatGPT Analysis Response

• Awesome! ChatGPT was able to analyze and generate responses based on the text content from the PDF document.

With the response analysis from ChatGPT generated, the next step is to convert it to a PDF format. Once the conversion is complete, you can use the PDF output as an attachment to an email. This will allow you to share the insights and information extracted from the analysis with others, providing valuable context and improving collaboration.

Step 12: Add Another PDF.co App

• To do this, let’s use the PDF.co app and select the “HTML to PDF Converter” action.

Step 13: Setup PDF.co Configuration

• To configure the PDF.co settings, begin by navigating the Input HTML or URL to Convert field and selecting the Assistant Response Message option from ChatGPT. This will serve as the input for the PDF conversion, containing the response analysis that you wish to convert to PDF format.

Once you have done setting up the configuration, let’s initiate a test to convert the response analysis from ChatGPT to PDF format.

Step 14: PDF.co Test Result

• Excellent! The test was successful and PDF.co converted the response analysis to PDF format.

Step 15: Generated PDF Document

• Here is the generated response that we successfully converted to PDF format.

Now that we have converted the response analysis from ChatGPT to PDF, we will use the generated PDF to send as an attachment to an email.

Step 16: Add Gmail App

• Let’s add the Gmail app and select the “Send Email” action.

Step 17: Setup Gmail Configuration

To set up the Send Email configuration, follow these steps.

• First, enter the customer’s email address in the “To” field to ensure that the email is sent to the correct recipient.
• Next, add your email address to the “From” field to identify who the sender is and to ensure that the recipient knows where the email is coming from.
• Then, provide a clear and informative Subject line that accurately reflects the content of the email. This will help the recipient understand the purpose of the email and prioritize it accordingly.
• Select the Plain option for the “Body Type” field. This will ensure that the email is easy to read and does not contain any unnecessary formatting that could cause issues with the email client.
• For the Attachments field, select the output URL of the generated PDF from the response analysis. This will ensure that the PDF document is included as an attachment in the email.

Once you have done setting up the configuration, let’s initiate a test to send an email to a Gmail account.

Step 18: Send Email Result

• Great! The test was successful, and the email was sent to the intended recipient’s email address.

Step 19: Check Email with Attachment

• Here’s the email with an attachment that we successfully sent to an intended recipient.