HR workflow
Job Descriptions
Open 30 roles a quarter without rewriting the same paragraphs. Portant pulls each role row from Google Sheets and merges it into your Google Docs job description template, with optional AI drafting for responsibilities and the about-us section.
~5 min setup · Used by 100+ teams
Trusted by 40,000+ teams
Overview
Generate job descriptions in Google Docs from a Google Sheet
Recruiters and people ops open ten roles a quarter and rewrite the same paragraphs every time. Hiring managers paste the last JD into a fresh Doc, swap the title, leave the old comp band by mistake, and email it around for review while the formatting drifts. Three weeks later nobody knows which version is the master.
Portant turns one row in your roles sheet into a fully written Google Docs JD. Data merge pulls title, level, team, comp band, and reporting line from the spreadsheet, and Portant AI drafts the responsibilities or about-us section from a prompt that reads the same row. Approval workflows route each draft to the hiring manager before posting.
This one suits in-house recruiters opening 5 to 30 roles a quarter, agencies writing JDs for clients, and ops managers who maintain the JD library. Pair the same row data with your Google Sheets setup so every published role flows from a single source of truth.
Who is this for
Is this template right for you?
Teams who generate documents from structured data.
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New JDs ready in under five minutes. Data merge fills every variable field from the row and Portant AI drafts the long-form sections, so a recruiter only edits, never starts from a blank page.
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One source of truth across every role. Data merge keeps every JD pinned to the master roles sheet, so a comp band or reporting line update flows into the next requisition automatically.
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No JDs reach the careers page unsigned. Approval workflows route each draft to the hiring manager and HR before output management saves the file, so nothing is published without sign-off.
Setup
How to set up the job description workflow
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Step 1: Build your roles sheet
Create columns for the fields that change between requisitions, including title, level, team, manager, must-haves, comp band, and location. Use one tab for active requisitions and another for an archive.
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Step 2: Lock the JD template in Google Docs
Open your master JD in Google Docs, keep approved boilerplate fixed, and add merge tags like {{Role Title}} or {{Comp Band}} for every variable field. Use a tag for the AI-drafted responsibilities block.
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Step 3: Map fields and add Portant AI prompts
In Portant, connect the sheet and the Doc, map each tag to a column, and write Portant AI prompts that read row data to draft the responsibilities and about-us paragraphs. Save the workflow once.
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Step 4: Add approvals and output rules
Set the hiring manager as the approver, choose your Drive output folder named by team and quarter, and pick PDF as the export format. Run the workflow whenever a row is marked Ready to Post.
Frequently asked questions
A job description should include the title, role summary, day-to-day responsibilities, required qualifications, comp band, location, reporting line, and how to apply. Portant pulls every one of those fields from a single Google Sheets row and merges them into your Google Docs template so nothing is missed.
Build your master JD in Google Docs with merge tags like {{Role Title}} for every variable field, then connect Portant to a Google Sheets row of role data. Portant generates a finished Doc per row in around 10 seconds, and Portant AI drafts the longer paragraphs from a prompt.
Most strong job descriptions land between 300 and 700 words, long enough to set expectations and short enough that candidates read to the bottom. Portant keeps the structure consistent across every role by enforcing the same Google Docs template, so length stays in the right range.
Yes. Portant runs the workflow across every row in your Google Sheets requisition list and produces one Google Docs JD per row in a single batch. Most teams generate a quarter of new openings, often 20 to 30 roles, in under five minutes.
Yes. Portant AI drafts the responsibilities and about-us copy from a prompt that reads each row in your roles sheet, while data merge fills the structured fields. The output stays inside your approved Google Docs template, so nothing posts off-brand.
Yes. Reuse the same row in the employment contract workflow so the title, comp band, and start date flow straight from the JD into the offer Google Doc, then out for eSignature inside HubSpot or Gmail. One row drives both documents end to end.
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