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Template invoice google doc for Education

this is going to be a training about autocrat which is an extension or add-on within Google Sheets to automatically create documents and files based on information that's inputted into sheets so let's check out how this works So within autocrat our first step is going to be creating a drive folder I'm going to head over to my drive and there are a couple places to think about autocrat files that is my drive and shared drives and it does not work really great in your shared drives but if you are creating the folder where you're going to have all of the different files dump into definitely go to my drive go to new and create a folder there the other place that you want to have all of your files located is within a folder where you can put all of your templates so in this case I have some templates which can be created in slides docs or sheets and I'm going to be using a Google form this time which outputs to the Google sheet we're running autocorrect on I like to keep all of those in the same folder which is this guy now that we have created our folder let's talk about creating templates now I just recently said that you can create templates using slides docs or sheets but all of the same premise holds true and here's what it is I'm going to go ahead and open a timesheet for automatically inputting information here are all of the boxes where we're going to want to have that data inputted in you're going to want to name them and put them in these sort of alligator brackets I I taught fourth grade for years so this is the alligator that is greater than or less than so I'm just going to run with the alligator analogy here we go now here's my biggest piece of advice for autocry is when you are making these tags later on when we run autocorrect in our sheet it's going to want to automatically pull these tags for you so for sure name them something you know that you're going to remember so in this case the accounting unit I want to make sure that I keep that as unit activity I want that activity number to go here now the other thing that's very important is try not to have tags named the same thing with different information you can use the tag twice it's just going to pull that same information so if I wanted to put name here and let's say I went down to the bottom and wanted to put name here but you cannot name the headers the same exact thing and have different information come out now I'm going to show you a couple more different templates I have created one in a Google doc configured here in a table and so you don't have to have just one word you can have a longer description for each one of those the other thing here is in a Google slide deck I've created a template here where you can change the font color font size and it will automatically create the output using that same font color or size now once I've created my templates let's talk about how you can use a Google form to get information to match up to each of those different tags that are within your templates I've gone ahead and created a Google form I want to make sure that this is automatically collecting emails especially especially if you are going to be using autocrat to automatically send out in the form of an email now here's my biggest advice if you want to keep your headers small and distinguishable go ahead and only put necessary information here so in this case I'm I'm going to be collecting employee name now if you notice there are some descriptions here that are very long and specific about what we want the people who fill out this form to do I did not put this all up here on the question type information I put it instead underneath as a description if you're not sure how to do that you just go down to three these three dots right here in the corner and add a description then you can just keep your headers clean by just adding this here if you have anything that you need to match up on your Google sheet the best way to keep your data clean and exact is to create a question and a drop down format now once you've created this I'm going to go here to responses and you're going to want to go to view in sheets if you've already created a sheet it'll save you in sheets but you might want to create a brand new sheet or you can add this to an existing sheet what's going to happen now is you're going to notice that each of those question types going to be the headers that are going to be pulled into my auto print information so now that we have our folder created and we have set up our templates and in this case we're choosing to use a Google form we are ready to run autocrat within our Google sheet you don't have to just use these headers that were pulled from the Google form anything here that is pulled in pink were ones that I added that were extra and those are going to go over here to match that information that's up here on the top so it doesn't have to just be information that is pulled from the form you can have a hybrid of two different things I'm going to go here to extensions in APS you should have autocrat automatically pushed out if you don't have Auto crap pushed out go ahead and go to add-ons get add-ons and search for autocrat right here I should hopefully already be here for autocrat so I'm going to select autocrat and launch that it's going to open out in a brand new window and the first time we run autocrat we're going to want to select new job we're going to want to give our job a title like this one we've already used before and we're going to go to next to step two this is where I had mentioned creating that template was really important to do before you run autocrat because it's going to pull that recently used templates I know this is the one I want and I'm going to use this template it's going to take a moment to pull all of those tags within the template it's on step two go next and now essentially what we're going to be doing is mapping our source data to that template using those tags we're going to be using form response 1 header Row one actually My First Data was going to actually be the third row here when I merge it all together to me different things that are going to be able to be linked a standard link a hyperlink an image or even a checkbox but in this case I'm going to keep it standard and when I have this tag Co it's pulling that tag from this template so it's basically asking me what do you want to put here where it says c o I'm going to go back to my spreadsheet and this is going to match any of the headers that are here on the sheet in the background so in this case I know that Co means company unit is going to be account unit and that's why I said it's really good to try and match up those headers here in those templates now if you match them exactly autocrat will automatically pull those for you so I'm just going to finish filling this out really fast and if you notice on these last ones they don't even need to match exactly I'm going to go ahead and hit next and this is going to be the file settings the file settings are going to be how those documents are going to be pulled out into the folder once the merge happens now what's very important with the file name is you can name each of these files individually but you're going to want to use tags that are in this blue space right here I'm going to select this Arrow and in this case I want it to start with employee name I'm going to click it once to copy that to my clipboard go here and then I'm going to do command or control V and then I can put the employee name timesheets I'm going to call it auto crack Exemplar so I don't get it confused with rule ones but we run you're going to choose how you want that output to be pulled into that folder so I want all of these to be pulled out as a PDF and do I want them to be multiple output modes where each person gets their own individual one single output mode where you can print the entire thing I'm going to select multiple output mode hit next and then this is where you're going to choose that folder we made at the beginning and hopefully it should pull up the most recent one here at the top come into so I selected that go all the way down to the bottom select it and it's going to be the one that is in my drive hit next Dynamic folder options are if you want a file to go into different folders and they're going to have to contain a valid folder ID when this happens I'll create a separate video for that if you're ever interested but this is completely optional I would say if you're running autocrat for the first time go ahead and skip this part setting merge conditions is also optional but merge conditions say don't have autocrat run unless you have specific information added to the spreadsheet I'm going to go ahead and add a condition in this case and I want to make sure that one of the first boxes that is not automatically filled in with a Google form is going to say not null I want to make sure that those are not empty I don't want autocrat to run with that beam blink so I'm going to hit next and then sharing docs and sending emails you can choose not to share the docs that means that it's just going to run autocrat within your drive where you have the copy or you can choose to have autocorrect create emails for you using a template in the same tags that you have within your Google sheet I'm going to go ahead and share this document to show you how it's done I can have the output of the file be something different I don't want them to be allowed to share this to other people and I don't want it to come from a generic email address I wanted to come for me when I mentioned earlier make sure you collect email addresses so I'm going to go here and I'm going to select email address and copy it like I did before and then use command V to paste it over this way it's pulling any email addresses here in the Google sheet and it will automatically email out to whatever email address is collected within that Google form you can add a subject so I'm just going to freeze and fill this in really fast creating that template then I'm going to be sending to each person you can pull out that information here by copying and pasting within the template itself I'm going to go to next autocrat can run three different ways you can run it on a forum trigger but that means it has to pull information from a Google form I'm going to run it this way and I'm going to have to enable it the first time I can run it on a Time trigger if I decide to do that then it will run it and you can select either every hour or once a week or 12 hours and it can go ahead and say no to both of them and then run the trigger manually and I'll show you where that lives after we run this autocrat job once I'm finally done with this I'm going to save it and now I have autocrat all set up in my spreadsheet so now let's see what that looks like so now that autocrat is all set up on my Google spreadsheet here's what we named it and I can hit play to manually run the job or it can run once I submit a Google forms response so now that we have run autocrat let's look at accessing all of those merged files one of the first places to look is within the Google sheet itself and there's going to be a merge doc ID a merge doc URL a link to the actual merge Doc and a document merge status so if we go over here to our Google sheet you are going to notice on the very far right it will have those automatic columns and then there's a link to the URL if you want to send it out to anybody right away and then you also have a link to the actual sheet wherever that may exist in your drive so knowing that let's go over to our drive as well and you will notice that in that folder the that you had created you're going to have a version of each one of those time sheets filled out folder so now we have that information and all the units as well as information that the teachers put on that Google form let's see what the recipients receive in their email so since I used my Gmail I'm going to go here and open that up and here is that email template that was generated and I have the attachment of that PDF for my own use and then closing autocrat can be used for so many great awesome ideas make sure that you reach out to us if you have any more questions and thank you for joining me on the streaming today hopefully it was helpful