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Use On2Air Documents to Create a Quote Estimate using Airtable Data
Use On2Air Documents to Create a Quote Estimate using Airtable Data

Use On2Air Documents to Create a Quote Estimate using Airtable Data

Here’s how you can use On2Air Document to create Documents, Quotes, Estimates, and other documents for single or multi-page documents. It can use Airtable data from multiple tables in your base. It will create the exact size table you need to fit your Airtable data.

This tutorial uses the

app to create documents - Start a trial of Documents to test it out!

Document features:

  • Multi-page documents
  • Single-page document
  • Auto-fit data into document table
  • Get data from multiple tables in your Airtable base

Table - Multiple Records on 1 Document and Multi-Page Documents

Useful for multiple records on one document and for multi-page documents

When you have multiple Airtable records that need to be added to a single document, like an invoice with multiple line items, a quote, or a report, this can create your document! You can also send data into a document from multiple Airtable tables!

The Google Docs Template and Final Merged Document

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Google Doc Template

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Merged Document with Airtable Data

Add the Google Docs Quote Template to your Google Workspace to see how it’s set up

In the Quote example above, we’re bringing in Airtable data from 2 different tables - the Quotes table and the Budget Items table. The Quotes table links to the Budget Items table. We’ve added multiple Budget Items to the Quote for the ‘Sunlight Acoustics’ company.

What It Looks Like in Airtable

You can add the Project Budget Airtable demo base to your workspace to see how it’s set up.

Quotes Table

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Budget Items Table

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The setup in On2Air uses the Quotes table as the main table to add {{My Field Name Placeholders}} and then uses the {{table source}} template to bring in data from the Budget Items table.

Tables in your document can be created with data from your Airtable record(s) in a few different ways:

Linked Record Field (common use case for multiple records) - Use a Linked Record field (to another Airtable Table), along with field names of the linked record table.

  • This is useful for generating documents where you want to include a list of multiple records as a list in a single document, such as on an Invoice or a Quote
  • Format: {{table source="Linked Table Name (from Linked Record)" field="Field Name in Linked Table"}}

How to Create Your Template and Generate Your Document

First, create an On2Air Account

  • Copy our Project Demo Airtable base - It has a Quotes table with a Linked record field to the Budget Items table. The Budget Items are a list of items you need on a Quote. The Quotes table is what you use to set up the On2Air document automation and the Budget Items will be added to your document.

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OR you can add the following table template syntax to a Google Docs file

{{table header=“Item|Hourly Rate|Units Price|Fixed Cost|Category” source=“Budget Items" fields="Item Name|Hours*Rate|Units*Price|Fixed Cost|Category"}}

What each field and template syntax means
  • table header - labels the headers in the first row of the table
  • source - Budget Items is the secondary table from a Linked record field in the Quotes table
  • fields - field names from the Budget Items table
  • In the Budget Items table in the Airtable base, there are fields for Item Name (Single text), Hours*Rate (formula), Units*Price (formula), Fixed Cost (Currency), and Category (Single Select)

  • Quotes is the main table in the On2Air function setup
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  • In the Quotes table, create a single record and add multiple records from the Budget Items table in your Budget Items linked record field

How to set up your Document Automation in On2Air

Choose these settings in the On2Air function automation

Image of On2Air settings
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Choose your Airtable connection

Choose your Source Configuration - Base, Table, View (optional)

Trigger Mode

  • Checkbox
  • Checkbox Field - ‘Process Quote’
  • Trigger On - Checked
  • Toggle Checkbox on Trigger - Enabled

More Options

Trigger Window - No Window. Execute all matching records

Google Docs Function Configuration

Google Connection - Choose the Google connection you have set up

Source File Mode - Make & Use Copy of a Single Template

Source File - Choose the Quote template you copied into your Drive earlier

Destination Configuration

Destination Folder Mode - Save all files in single parent folder

Destination Folder - Create a folder in your Drive and then choose it here

New File Title - {{Quote Name}}

Merged Output Configuration

Field Merge Output - Always Merge Fields

Export Output Configuration

Export File - Export Merged File

Exported Format - PDF

Export to Airtable

Exported File Storage Field - PDF Quote

Export Placement - Append new attachment to end of existing ones

Export to Google Drive

Save in Google Drive - Enabled

Saved Exported File Storage Field - Doc URL (this saves new Google file URL in your Airtable base)

Click Save Action Function Details

Final Steps to Process the Document

Now, that everything is set up, open your Airtable base and click the checkbox to Process Quote!

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You should have a new quote document in your Drive!

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