Generated files automatically save to specified Airtable fields.
Step-by-Step Setup
Configure Template
Every automation requires a Google Doc template. Consult the Google Doc Template Guide for setup details, or use the Playground Template for testing.
Choose Base and Table
Select your primary Airtable base and table. DocsAutomator distinguishes between primary tables (containing main record data) and linked tables (containing related line items).
Set Output Configuration
Specify three key settings:
- Document name field: Determines generated file naming (use formula fields for unique names)
- Attachment field: Designates where PDFs store; select “Overwrite attachment” to replace existing files
- Google Doc URL field: Stores URLs for generated Google Docs (optional)
Map Fields and Line Items
Connect all applicable fields from your Airtable table. For line items, select the linked field and corresponding view to determine sort order.
Create Previews
Generate document previews. The system loads 50 records automatically; search functionality enables previewing specific records.
Triggering Methods
DocsAutomator supports two modes for generating documents from Airtable: Automatic and Manual.Automatic
Documents are generated automatically when records are created or updated, using an Airtable Automation Script. Copy the provided script into Airtable’s automation action. Define the Record ID parameter to pass the triggering record’s identifier.
Automation scripts require a paid Airtable account.
Manual
Choose from three manual triggering methods:- DocsAutomator Extension
Add a webhook URL to a button or formula field in your table. Clicking the button triggers document generation — the PDF appears within seconds and stores in Airtable.
Field Type Reference
| Field Type | Output Format | Notes |
|---|---|---|
| Single line text | Unmodified | Text displays as-is |
| Long text | Unmodified | Rich text formatting may vary |
| Attachment | Image(s) | Supports dynamic image placeholders |
| Checkbox | ✅ or ❌ | Icon reflects checked/unchecked state |
| Multiple select | Comma-separated | Includes space before each item |
| Single select | Unmodified | Text displays as-is |
| Date | 21/05/2024 | Format respects automation settings |
| Number | 299.99 | Precision follows automation settings |
| Currency | $299.99 | Symbol and precision preserved |
| Formula/Rollup | Varies | Respects formatting options |
| Lookup | Varies | Matches the looked-up field’s format. Lookups of linked record fields resolve to record names |
| Linked record | Record name(s) | Displays primary field value, comma-separated for multiple |
| User | Name format | Comma-separated for multiple |
Configuration Options
Locale Settings
Locale Settings
Control number/currency notation (comma vs. dot) in automation template settings under Document Generation Options.
View Sorting
View Sorting
Line item sort order follows the selected view’s configuration.
Professional Integration Service
Professional Integration Service
Professional assistance available for integrating DocsAutomator into existing workflows (service fee applies).
E-Signatures
DocsAutomator supports collecting legally binding e-signatures on documents generated from Airtable records. After a document is created, it can be automatically routed to one or more signers for signing. To enable e-signatures, open your automation’s output settings and toggle on the e-signature option. You can then configure signers by mapping their email address and name to Airtable fields — for example, map a “Client Email” field to the signer email and a “Client Name” field to the signer name. If your document requires multiple signers, you can choose between sequential signing (signers sign in a defined order) and parallel signing (all signers receive the request simultaneously). Add e-signature placeholders such as{{esign.signature.1}} and {{esign.date.1}} to your template to define where signatures and dates appear in the final document.
Signed PDFs can be stored back to an Airtable attachment field automatically once all parties have signed. This keeps your records up to date without any manual steps.
E-signatures work with both Google Doc templates and PDF templates. See the E-Signature Guide for full configuration details and placeholder reference.
Frequently Asked Questions
Can I use DocsAutomator on a free Airtable account?
Can I use DocsAutomator on a free Airtable account?
Yes! Webhook triggering functions on free Airtable plans. Automation scripts require paid accounts.
Why don't my bases appear after granting access?
Why don't my bases appear after granting access?
Disconnect and reconnect in settings while selecting all desired bases.
Where can I find a record's ID?
Where can I find a record's ID?
Find record IDs in the URL bar (format: “rec…”) when expanding records, or create a formula field using
RECORD_ID().How do I sort line items?
How do I sort line items?
The specified view determines sort order for printed line items.
I'm on an Enterprise workspace and can't connect
I'm on an Enterprise workspace and can't connect
Connected apps may require whitelisting on Enterprise plans; contact workspace administrators with the DocsAutomator client ID.