DocuGen

Generate documents using a button column

You will sometimes need to pull values from a single, specific row on your board. For example, you might want to generate an offer letter to a candidate who is represented by a single row in you monday.com board. In this case, the row will contain columns for the candidate’s name, position, offered salary, and other details.

This article will show you how you can generate documents based on a single row of data using button column.

Note: You can skip step 1 if you use the pre-built DocuGen board templates. Once you add the DocuGen templates, go to the board “Recruiting Board” and jump directly to step 2 below.

1. Add a button column

Imagine your board looks like this:

monday.com recently released button columns which allow you to have a button for each row in your board. Here we added a button column before the “Manager” column and we called it “Generate Doc”:

When you first add a new button column, monday.com shows a “Set up” form to help you set up the button. Ignore this form and follow the steps below instead.

2. Add a DocuGen view

Add a DocuGen view to your board and give it a name, say “My Offer Letters”. More on adding DocuGen views here.

3. Add a DocuGen integration

Go to “Integrations” at the top of your board and search for DocuGen integrations, then click on the integration called “When this button is clicked, generate document using settings from view.”

Fill the integration as follows:

In the “view” text box, make sure to type the name of the DocuGen view you created earlier, in this example, it’s “My Offer Letters”.

4. Prepare the offer letter template

The easiest way to start is by using the offer letter template from the Template Gallery.

The template uses the following placeholder to pull information from specific columns:

<<column_firstrow:COLUMN LABEL>>

… where “COLUMN LABEL” represents the name of the column. For example, to pull the name of the manager, we use:
<<column_firstrow:Manager>>

For the offer date, we use:
<<column_firstrow:Offer Date>>

… and so on.

Using the above placeholders, the Google Doc template looks like this (the bold placeholders are for emphasis; they don’t need to be bold):

Date: <<column_firstrow:Offer Date>>

Dear <<column_firstrow:Item>>

I am writing to confirm my offer of a position at <<account_name>> as a <<column_firstrow:Position>>. You will be reporting to <<column_firstrow:Manager>>.

The hours will be 40 per week. Your starting date will be <<column_firstrow:Starting Date>> and you will be paid at a rate of $<<column_firstrow:Hourly Rate>> per hour.

We are all looking forward to working with you and hope you will soon feel part of the team.

Sincerely,
<<user_name>>
<<user_email>>
<<user_phone>>

Notice that when you want to refer to the very first column on the board, you need to use “Item” as the column name:
<<column_firstrow:Item>>

You can find out more about placeholders here.

5. Click on the button to generate a document

Click on the button on any row then go to your DocuGen view. You will see a new document under the “Documents” tab. Double-click on the document name to open it. It should like like this:

Date: 2020-10-11

Dear Jim Smith

I am writing to confirm my offer of a position at monday.com as a Media Buyer. You will be reporting to Jessica Accounts.

The hours will be 40 per week. Your starting date will be 2020-11-01 and you will be paid at a rate of $35 per hour.

We are all looking forward to working with you and hope you will soon feel part of the team.

Sincerely,
Bob Recruiting
bob@example.com
+1 512 433 5656

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