Airtable to PDF - Automate complex documentation using Docdown

With Docdown’s webhooks and integrations, business owners can combine any number of web apps and functionalities for automation. The process is simple. Set up your document. Create a workflow. Finally, connect the web apps that require automation. This guide focuses on Airtable, a cloud-based collaboration service that features powerful spreadsheet and database functions. We will be integrating the two web apps via Zapier. Here’s how to convert Airtable data sheets to PDF with Docdown!

There are three phases for this one-time setup:

Prepare document on Docdown.
Activate a workflow.
Connect Airtable and Docdown via Zapier.

Initializing the document on Docdown

For a practical example, we will be setting up a procurement request form. The data will be fetched from Airtable and sent to the document that we have set up.

Step 1: Upload your document from the Documents tab.

how to add document — Add a new document to Docdown

Step 2: Once uploaded, click on it to open it on the Document editor.

Step 3: Choose, create and customize the type of data fields required from the top left pane.

shows where datafield options are — Select and customize data types. Drag and drop data fields as required.

Step 4: Save the document and head on over to Workflows.

setup workflow — Set up a new workflow from the workflow tab.

Step 5: Select Incoming Webhook and choose the configured document in the Document dropdown. For dynamic filenames, click the ‘+’ sign on the right of the File Name option and select the preferred filename.

what to fill in workflows — Select the configured document and setup dynamic filenames.

Electronic signature

You can also E-sign documents via Docdown and check the entire audit trail. However, adding a signature data field means you need three mandatory information:

Signername – Full legal name of the signer.
Signeremail – Email address of the signer.
Signature – Signature image URL where URL ends in a valid image format.

Optional: Enabling email alerts

If you’re tracking multiple documents, you can enable email notifications for added convenience.

Step 1: Add a new step to the workflow sequence by clicking the ‘+’ button on the workflow editor.

add email to workflow — Add email integration to workflow

Step 2: Select Email action

Step 3: Fill in the destination email address and other relevant fields.

Step 4: Attach the generated document to the email, click on the “+” button in the right of the Attachment field and select {{1.generatedDocument}}.

add email details — Fill out email details and activate workflow from the top right toggle

Step 5: Save and activate the workflow via the toggle on the top-right.

Preparing Airtable for automation

If you are unfamiliar with Airtable, here is the starter guide on the Airtable support site.

For users who are already familiar with Airtable, we will be using a simple ‘Grid’ view and a ‘Form’ view. The form can be accessed by team members who submit procurement requests. The grid will record the data.

Step 1: Create a Grid and set up fields for all necessary information.

airtable-grid-view — Create a grid on Airtable and create necessary columns.

Step 2: Add a Last Modified Time field. This is vital for Zapier integration.

Step 3: Also add an email field for data collection. This is required for electronic signatures. Finally, we will need a signature URL field as well.

Step 4: Once all fields are set up, create a Form for the table. Make sure the form includes response fields for all required data.

how to make airtable forms — Create a form for your grid. This is how we will collect information.

Now, the form can be shared among team members. Procurement requests will be made via the form and data will be recorded in the Grid.

Things to keep in mind in Airtable

Each table must have a Last Modified Time column type. Zapier requires this column type to check for updates on a table.
Images added via URLs must have a valid image format at the end like .png or .jpg

Integrating Airtable and Docdown on Zapier

Now that the document is set up and our table is ready to go, it’s time to bring it all together. Zapier connects web apps and allows users to customize triggers, documents, data fields, and much more.

Connecting Airtable to your Zap

Step 1: Create a new Zap and as the Trigger, search and select Airtable. Set Trigger Event to be New or Updated record.

set zapier trigger — Select Trigger event as New or Updated Record

Step 2: Link your Airtable account by entering the API key. You can find your Airtable API key in your Airtable account.

Step 3: Select the source of data in Base & Table. The timestamp should be set to the Last Modified Time field we set up earlier.

zap setup trigger — Here we specify where and when the data on Airtable comes from.

Step 4: Zapier will automatically run a test to make sure everything is running correctly. It is a good idea to use the Grid and Form on Airtable at least once before performing a test.

Step 5: Once the test is successful, head to the Action step.

Connecting Docdown to your Zap

Step 6: Search and select Docdown as the Action and Action Event as Execute Workflow.

action setup — Search and select Docdown as the action. The Action Event is ‘Execute Workflow’.

Step 7: To connect your Docdown account to Zapier, you will need to enter your API key. You can find it under Settings > My Account.

api key image — First-time users might be asked for an API key, you can find it in your Docdown account

Step 8: In the Setup action step, select your Docdown workflow. Now we will map the information on the grid to the document in Docdown. Assign the columns in your table to the data fields on your uploaded document.

mapping data — Now, select the name of your workflow. Your configured data fields can now be mapped to the data from Airtable.

Step 9: Once the mapping is complete, run a test one more time and activate your Zap.

Testing out the automated process

Our document has 7 data fields and we will enter the following information on the Airtable form to test things out:

Date: 2021-09-10

Requested by: Bruno

Requested item: Macbook Pro M1

Device Type: iOS

Price: 1200

Remarks: For testing iOS apps

*We will also add a name, email, and image for the signature field.

We can find the following output in Docdown’s History tab:

document history — Our generated document can be found in Docdown’s History tab.

Our generated document has successfully mapped the data from the Airtable form into the PDF!

As you can see, the information we entered on the Airtable form has been successfully communicated to Docdown. We can automate all forms of paperwork, complete with audit trails and timestamps for added convenience.

If you’re looking exclusively towards collecting and automating responses from users or customers, we have an in-depth guide on integrating Docdown and Typeform.

Check out what users are saying about Docdown!

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