Automated Offer Letter Workflow for Recruitment & Onboarding

Main use cases:

1. Automate offer letter creation and delivery based on candidate status.
2. Reduce HR manual follow-ups by auto-reminding candidates for pending documents.
3. Keep hiring managers informed instantly through Slack notifications.
4. Maintain onboarding progress and document tracking in Google Sheets.
5. Centralize offer letters securely in Google Drive for easy access and audit.

How it Works:

This workflow streamlines the onboarding process by automatically generating offer letters, notifying stakeholders, and updating records - eliminating repetitive HR tasks.

1. Candidate Data Trigger from Google Sheets

• The automation checks Google Sheets for candidate updates.
• Each row contains details like name, profession, email, phone number, salary, and document status.

2. Pending Document Detection

• If the candidate has pending documents:
  • An email is sent to the candidate requesting missing documents.
  • Google Sheets is updated with the status Documents_Pending.
  • The workflow stops here until the next update - avoiding unnecessary processing.

3. Offer Letter Creation

• If no documents are pending, the automation:
  • Generates a customized offer letter (HTML → PDF) based on candidate information.
  • Uploads the PDF to Google Drive.
  • Stores the generated offer letter link back in Google Sheets.

4. Candidate & Manager Notification

• The offer letter PDF is emailed to the candidate automatically.
• A Slack notification updates the hiring manager about the new joining.

5. Status Update & Tracking

• Google Sheets is updated again with the status Offer_Sent.
• The candidate record now contains the offer letter link for easy reference and auditing.

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