Automate Appointment Letter Generation with Human Approval
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Streamline your hiring process by automating the creation and approval of appointment letters. This workflow captures candidate details, generates a personalized offer letter, and routes it for HR approval before sending.
About This Workflow
This n8n workflow automates the entire appointment letter generation process, significantly reducing manual effort and potential errors. It begins by capturing essential candidate information through a simple form. This data is then used to populate a pre-designed appointment letter template, creating a unique document for each new hire. The generated letter is saved as a PDF and then sent to your HR manager for a crucial human-in-the-loop approval step. This ensures accuracy and compliance before the letter is sent to the candidate.
Key Features
- Automated Document Generation: Dynamically creates personalized appointment letters from a template.
- Seamless Integration: Leverages Google Drive and Google Docs for document management.
- Human-in-the-Loop Approval: Incorporates an email-based approval step for HR oversight.
- PDF Export: Automatically converts the generated letter to PDF for easy distribution.
How To Use
- Configure the Form Trigger: Define the fields required for the appointment letter (Candidate Name, Position Name, Fixed CTC, Joining Date, To be signed by Date, Candidate email) in the 'On form submission' node.
- Set Up Google Drive Template: Ensure your base appointment letter template is stored in Google Drive. The workflow will create a copy of this template.
- Connect Google Accounts: Authenticate your Google Drive and Google Docs accounts within n8n.
- Customize Google Docs Update: In the 'Update the candidate appointment letter with offer details' node, verify that the placeholder text in your template ([Candidate Name], [Position Name], etc.) matches the fields from your form trigger.
- Configure Email Approval: In the 'Send message and wait for response' node, set the recipient to your HR manager's email address and customize the subject and message. Ensure the 'operation' is set to 'sendAndWait' and 'approvalOptions' are configured for double approval.
- Define Approval Logic: The 'If' node checks if the email approval was successful. You can add subsequent nodes (e.g., sending the final letter to the candidate) to the 'True' branch.
Apps Used
Workflow JSON
{
"id": "2ffcabea-ced3-4614-9363-0dcacd1230df",
"name": "Automate Appointment Letter Generation with Human Approval",
"nodes": 20,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: 2ffcabea-ced3...
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