Generate a document from a specific row

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.

Imagine your board looks like this:

There are two ways we can achieve this:

  1. Using a button column
  2. Using filters

1. Generate documents using a button column

You can add a button column and have it automatically generate documents from any row:

Here is an article that explains buttons in details.

2. Generate documents using filters

Let’s say we want to send an offer letter for Jim Smith (the first candidate in the board). We will use 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.

We will use a Google Doc template that looks like this (the bold placeholders are for emphasis; they don’t need to be bold):

(Note: You can find this Google Doc template in the template gallery.)

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>>

When you click “Generate document”, DocuGen will produce the following results based on the board sample above:

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

Notice that the offer letter document that was generated is based on the first row in the board. What if you want to pull information from some other row? Very easy: Follow the same steps above, but before you click “Generate document”, make sure your DocuGen view is filtered so that the row you want to insert into the document is the first one in the filtered view. For example, say we want to send an offer letter to Natasha Doe. Click on the “Filter” dropdown button:

… then select “Natasha Doe” under the “Name” options. Your view will be limited to Natasha’s row:

Once you click “Generate document”, the document will be based on Natasha’s information.

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