Google Sheets Row to Document and Email

Overview

This flow turns Google Sheets rows into delivered PDF documents. On a schedule it reads every row from a worksheet, and for each row whose Status = Ready it merges the row values into a Word template, converts the result to PDF, stores both files in SharePoint, emails the PDF to the contact on the row, and writes Status = Sent plus the document link back to the same row.

Why it matters: Copying row data into documents and emailing them by hand is slow and error-prone. A template merge plus auto-send produces consistent documents (quotes, certificates, letters) and leaves an auditable delivery record in the sheet itself.

Build: Solution FlowLibs - Google Sheets Row to Document and Email. Flow state Off (demo). Flow Checker 0 errors / 1 warning (the warning is the intentional "flow is off").

Use Case

A sales/operations team keeps recipient data (contact name, email, and document fields) in a Google Sheet. When a coordinator flags a row Ready, they want a personalized document generated from a standard template and emailed automatically, with the row updated so it is not processed twice. Examples: customer quotes, completion certificates, welcome letters.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Google Sheets	shared_googlesheet	GetItems PatchItem
SharePoint	shared_sharepointonline	CreateFile
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Per-document-type templates

Read a Document Type column and switch flowlibs_WordTemplateFile (or add a Switch) to merge different templates per row.

Trigger style

Swap the Recurrence trigger for a tighter schedule, or keep the short-poll and add a last-processed column for idempotency.

CC / BCC a sales rep

Add emailMessage/Cc to Send_Document_Email.

Different storage

Point the SharePoint CreateFile actions at OneDrive (shared_onedriveforbusiness CreateFile) if preferred; update the Word source/drive env vars to match.

Richer merge fields

Extend Compose_Template_Field_Data with more row columns; add matching content controls to the Word template.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@equals(items('Apply_To_Each_Row')?[variables('varStatusColumn')], variables('varReadyValue'))

@items('Apply_To_Each_Row')?[variables('varEmailColumn')]

@outputs('Compose_Template_Field_Data')

@body('Convert_Document_To_PDF')

@setProperty(setProperty(items('Apply_To_Each_Row'), variables('varStatusColumn'), variables('varSentValue')), variables('varLinkColumn'), body('Save_PDF_Document')?['Path'])

@items('Apply_To_Each_Row')?['__PowerAppsId__']

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