4. Automating your documents

Monday, April 19, 2021

Before you start creating documents, you can select your output documents’ name. In this section you can add {{tags}}, so each name can be customised.

Step 6 - Create

After you have entered all the {{tags}} into your template and named your outputs you can start creating documents.

Select how many documents you’d like to create

Portant automatically selects all the available data in the spreadsheet, from the second (the first row are the headers) to the last row of data. 

You can change the rows by entering different numbers in the ‘Start’ and ‘End’ boxes above the Start button.

Start 

To start creating documents click the Start button.

This will open a progress bar above the Data Sources Table where you can track the process of your documents. You can click this status bar to open the folder where the documents are being saved. Even while the automation is running.


Stopping the automation

If you need to stop the automation at any time you can press the ‘X’ next to the progress bar. The documents already created will be saved in the folder.


Behind the scenes 

After you have clicked the Start button Portant creates a folder. This folder is named the name of your template file with “[Outputs]” after it.


Note - You can edit the name and the location of this folder after it’s been created and Portant will still save documents to the renamed/relocated folder. If the folder is deleted or placed in the trash Portant will create a new folder with the same name as the original.
Viewing the output folder

After your first automation the View Created Documents button is placed above the Data Sources Table. You can always access the output document folder by clicking this button.

Automatically create documents

Portant can automatically check and make additional documents when there are changes to the source file. To enable this feature, select the check box below the Start button called ‘Automatically create documents’

When you select this box, Portant will check the sheet every hour for new rows and create documents

Sharing created documents

To automatically share generated documents select the checkbox under ‘Share’ called Automatically share created docs.

  1. Select the Email Column (Portant auto selects the first email column with email in the name)
  2. Optionally enter a custom message in the Email Message box

Portant will now share the document with the provided email address when it is created. It uses Google's native sharing method and standard email, for example:


Feedback and feature suggestions

We created Portant only a few months ago, so any feedback or suggestions you have for us would be greatly appreciated. Please feel free to send us an email at contact@portant.co or use our contact form here: https://www.portant.co/support

Thanks,

Blake and James