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The Google Docs Function allows you to automatically create documents inside Google Docs using your Airtable data. You can generate single page and multi-page documents that display a single record or list of records from your Airtable base. It will also automatically upload the newly created PDF file back into your Airtable base in an Attachment file and the Google Doc URL into a URL or Text field. Use Cases: Invoices, Quotes, Form Entries, Contracts, Reports, and more
🔴 On2Air Docs has been shutdown to focus on our On2Air Backups Airtable app Learn more about automated Airtable backups - on2air.com
Features:
- Automatically generate documents with your Airtable data
- Create single or multi-page documents
- Bulk create documents for multiple Airtable records or create documents per single record
- Use dynamic conditions to create documents based on criteria from your Airtable base
- Save as a PDF back to an Attachment field in your Airtable base
- Save the Google Doc URL back to a URL or Text field in your Airtable base
- Tables in your document automatically created to match the number of records needed
- Add advanced formatting with specific in-document templates for tables, images, links, content, and grids.
For even more advanced documents, you can set up multiple document templates based on conditionals from your Airtable data and you can use the custom formatting templates inside your document for Tables, Text, Numbers, Dates, Images, Links, and Grids.
Function Type: 
- Pre-Made Google Docs Templates
- Before Setting Up the Google Docs Function
- Google Docs Template Guide
- Getting Started in On2Air
- General Function Configuration
- Add Source Connection and Source Configuration
- Set Trigger Mode
- 🎥 Generate a Google Docs File from your Airtable Data
- Google Docs Function Configuration
- Source File Mode Options - Document Creation Type
- Source File
- Destination Configuration
- New Document Name and Airtable Storage Field
- Merged Output Configuration for New Document
- Export Output Configuration - Where Your Document is Exported
- Export to Airtable
- Export to Google Drive
- File Permissions
- Advanced Settings
- Save Function
- Test Your Function
- Install Your Function
Pre-Made Google Docs Templates
To help you get started, copy one of our Google Docs pre-made templates. You can replace the placeholders with your Airtable field and table names, then customize the rest of the document to fit your needs.
Before Setting Up the Google Docs Function
Before setting up the function in On2Air, create your document template(s) using our Google Docs Template Guide.
Google Docs Template Guide
Getting Started in On2Air
General Function Configuration
In the On2Air Actions app:
- Click Create New Function ✔
- Choose your Function
- Click Add Configuration
Add Source Connection and Source Configuration
Set Trigger Mode
🎥 Generate a Google Docs File from your Airtable Data
Watch the video or read further for set up instructions
Google Docs Function Configuration
Source Template Configuration
Google Connection (Required) - Select a Google Connection to use
Source File Mode (Required) - Select source to use for creating new files
Source File Mode Options - Document Creation Type
Create Blank Doc - Create a new blank document in Google Docs
Use a Single Template - Use a single template file to create a new merged file(s) with your Airtable data. This is the most common 'template' option.
Use Dynamic Templates - Use multiple template files based on a specific condition, like a Single-select field option, in your Airtable data to create multiple different files with your data.
Example: Your Airtable table contains a Single-select field called Category. Each Category needs a different variation of the document template. You might have Category options for First-Time Customer and another for Repeat Customer. Based on the Category you choose in your Airtable base will determine which template is used for document creation.
Make & Use Copy of a Single Template - Use a single template file as your main template to create a new file(s) with your data. This is useful for making changes to the document and continuing to edit it after a merge.
Make & Use Copy of Dynamic Templates - Use multiple template files based on a unique identifier in your Airtable base data to create multiple new files with your data. This is useful for making changes to the document and continuing to edit it after a merge.
Example: Your record contains a Single-select field. You can choose to create a new document with specific information depending on the option you choose from your Single-select field.
Use Existing Airtable Record Field Value - Use a field in Airtable where you already have a source file URL
Existing Source Field (Required for Existing Airtable Record Source Folder Mode) - Choose your Airtable URL field
Source File
Source File (Required for Single Template) - Choose your Source Template Google Docs File to copy and create when the Function processes - This is the template you’ve already created Must be signed into your Google account
Dynamic Field for Matching Source Files (Required for Dynamic Templates) - Select a field to be used as a unique condition for creating new documents. Once configured, this field will determine which files to create according to your unique identifier.
- Match Value- This is the unique conditional name option you have listed in Airtable. Type each one exactly as seen in your Airtable field options. Example: If your Client Type single-select field contains Easy, Medium, and Hard, you will have 3 Match Values - Easy, Medium, and Hard.
Select Match Source File - For each Match Value, you will choose the template for the file you want create. You can click Remove if you need to remove the selection
Default Source File - You can set files to be copied and created as a default for any values/unique identifiers not listed in Match Values. If you don't choose any files in this options, no file will be copied and created if no match values are found.
Destination Configuration
Destination Folder Mode (Required) - Select the folder in your Google Drive where you want to save your newly created documents
OPTIONS:
Save All Files in Single Parent Folder - Save all files in a single root folder
Dynamically Save Files into Different Folders - Save files into different folders based on a unique condition and identifier (example: Single-select option) Useful to combine this one with the On2Air Create Google Folder Function
Destination Folder URL Already stored in a Record Field - Choose the field in your Airtable base where the Destination Folder URL is already stored.
Dynamically Save to Folder Name With Field Value - Will auto-create folders within the selected parent folder based on the value of a field. Great for dynamic folder creation for large number of values.
Destination Folder (Required for 'Save All Files in Single Parent Folder' option) - Select the destination folder for newly created files
Dynamic Field for Matching Destination Folders (Required for 'Dynamically Save Files into Different Folders') - Select a field from your Airtable that determines which folder to save files to. Once configured, you will be able to choose an option from the field and files will be saved in their correct folder.
Match Value (For Dynamic Files)- This is the unique identifier name option you have listed in Airtable. Type each one exactly as seen in your Airtable field options.
Example: If your Client Setup Type single-select field contains Easy, Medium, and Hard, you will have 3 Match Values - Easy, Medium, and Hard.
Destination Folder (for Matches) - Choose the folder that corresponds with your Match Value. Choose a Destination Folder for each Match Value.
Example: If your Match Value is Easy, you might want to save all files related to 'Easy' records in a folder called 'Ready Clients'
Default Destination Folder (Recommended to Set a Default Folder) - Set a default folder for any values/unique identifiers not listed in Match Values. If you don't choose a folder as default, no files will be created or stored if no match values are found.
New Document Name and Airtable Storage Field
New File Title - Create the title for the new file. Use {{FIELDNAME}} placeholders to dynamically insert values from the record.
Example: Use the name of the Client listed in your Airtable base and the word Invoice’ as the new file title. If your field name in Airtable is Company Name, enter {{Company Name}} Invoice as the file title. If left blank, will use the source file name.
Source File URL Storage Field (Optional) - Used for the actual template file, not the merged file. Select Airtable URL Field or Single Line Text Field to store the Google URL for the template file
If left blank, then output file will be deleted upon completion of function call (unless exporting as a URL) This URL option will only save your template file URL, not the newly created file that's based on your field placeholders. If you're creating new documents from templates containing Airtable field placeholders, you may want to leave this blank.
If Airtable Field Value Exists (Required if File URL Storage Field is used) - If the URL Storage Field already has a URL value in it (the file already exists) you can choose to do nothing, replace the URL, or use the existing.
OPTIONS:
Finish/Do Nothing - This will ensure no changes or updates are made to the URL Storage Field and will leave it as-is. Will not perform any merge/export either.
Replace with New and Keep Old - Current file will be replaced with new one. Old file will remain in Google Drive. Any Merge/Export will use New File.
Replace with New and Delete Old - Current file will be replaced with new one. Old file will be DELETED. Any Merge/Export will use New File.
Use Existing - No New File will be created and Existing File will not change. Any Merge/Export will use existing File.
Merged Output Configuration for New Document
This determines how or when your document is created
OPTIONS:
No Record Merge - Record Merging not needed
*Always Merge Record (recommended) - Perform a Record Merge on every execution to create documents every time
Merge on File Creation Only - Perform a Record Merge only when a new destination file is created
Merge on Existing File Only - Perform a Record Merge only when there was an existing destination file already stored in record
Merge Output URL Storage Field (Optional) - Select an Airtable field to store the Merged file URL If left blank, then merged file will be deleted upon completion of function call (unless exporting as a URL).
Delete Previous Merged File - When selected, if a previous merge file exists, it will be deleted after the new merged file is created
Export Output Configuration - Where Your Document is Exported
This allows you to choose how you want your new document exported
Export File
Generate an Exported File and Save to an Attachment or URL Field
Options:
No Export File- No export needed
Export Merged File (recommended) - Perform an export of the merged file This option is most useful if you want to save the newly created document in your Airtable base
Export Saved File - Perform an export of the saved file instead of the merged file
Export Format
Select the format for the exported file.
OPTIONS:
PDF HTML File Text File MS Word
Export to Airtable
Exported File Storage Field (Required for Exports) - Select the Field in your Airtable base to store the Exported file(s). Can be an Attachment, Single-line Text, or URL Field type
Attachment Fields will download and save the file(s). Single Line/URL fields will save the URL(s)
Export Placement - Upon Export, select how to insert the file into the Attachment Field
OPTIONS:
Remove all existing attachments then attach new one - Remove any attachments from the field and then attach the new one
Append new attachment(s) to end of existing ones - Add new attachment to the end of all existing attachments
Prepend new attachment(s) to beginning of existing ones - Add new attachment to the beginning of all existing attachments
Export to Google Drive
Save Exported File in Google Drive
If enabled (green), this will save the exported file in the Google Drive Destination Folder
Saved Exported File Storage Field (Required if Enabled) - Select the Airtable Field to store the Google URL of exported file stored in Google Drive
Delete Previous Export File
If selected, if a previous export file exists, it will be deleted after new export file is created.
File Permissions
Set file permissions on the newly created file
Copied File Permissions - Determines permissions on the original output file
OPTIONS:
No Modifications - Leave as-is. Will default to your global Drive or folder permissions Anyone with Link Can Read - People can view, but can’t change or share the file with others. Anyone with Link Can Edit - People can make changes, accept or reject suggestions, and share the file with others. Anyone with Link Can Comment - People can make comments and suggestions, but can’t change or share the file with others.
Merged File Permissions - Determines permissions on the merged output file
OPTIONS:
No Modifications - Leave as-is. Will default to your global Drive or folder permissions Anyone with Link Can Read - People can view, but can’t change or share the file with others. Anyone with Link Can Edit - People can make changes, accept or reject suggestions, and share the file with others. Anyone with Link Can Comment - People can make comments and suggestions, but can’t change or share the file with others.
Advanced Settings
Last Updated (Optional) - Select your Last Updated field in Airtable to keep track of latest updates to document record
Save Function
- Click Save Action Function Details
Test Your Function
- Next,
Test Your Function ✔
Before using your Function, you must test it.
Install Your Function
- Then,
Install Your Function in Your Base ✔ via a Schedule (recommended), a Zapier zap, an Airtable Automation, a Script in the Scripting app, or directly via REST API.
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