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Triggers

Time to learn: 8 minutes
Prerequisites: Automation configured with data source and mappings

Triggers are the "go button" that tells Gdocify to generate documents. They determine when and how your automation runs.

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Triggers Quick Reference

ManualClick button in Gdocify
AirtableButton, Script, Email
WebhookHTTP request from apps
APIProgrammatic trigger

What Are Triggers?​

Triggers are different ways to start your automation:

  • Manual trigger: Click a button in Gdocify
  • Airtable button: Click a button in your Airtable base
  • Webhook: Call a URL from another app
  • API: Send a request from your own application

Why Use Triggers?​

Triggers let you:

  • Control when documents are generated - Run on-demand or automatically
  • Integrate with workflows - Connect to other tools and processes
  • Automate generation - Set up hands-free document creation
  • Scale easily - Generate documents for one record or thousands

Manual Triggers​

The simplest way to run your automation.

How It Works​

  1. Go to your automation in Gdocify
  2. Click the "Run" or "Generate" button
  3. Select which records to process:
    • All records: Generate for every record
    • Specific records: Choose individual records
  4. Click "Generate Documents"

When to Use​

  • Testing: Perfect for testing your automation
  • One-time generation: When you need documents now
  • Small batches: For processing a few records
  • On-demand: When you control when to generate

Airtable Triggers​

If you're using Airtable, you can add buttons directly in your base.

Button Trigger​

Add a button field in Airtable that generates documents:

  1. In Airtable, add a "Button" field to your table
  2. Configure the button to call the Gdocify webhook URL
  3. When you click the button, it generates a document for that specific record

Perfect for:

  • On-demand generation from Airtable
  • Generating documents for specific records
  • User-friendly interface for non-technical users

Script Trigger​

Use Airtable scripts for advanced automation:

  1. Create an Airtable script
  2. Call the Gdocify API endpoint
  3. Generate documents based on script logic

Perfect for:

  • Complex automation logic
  • Conditional generation
  • Advanced workflows

Email Trigger​

Generate documents when records are emailed:

  1. Set up email automation in Airtable
  2. Configure to trigger Gdocify webhook
  3. Documents generate automatically when emails are sent

Perfect for:

  • Automated email workflows
  • Triggering from Airtable automations
  • Event-driven generation

Google Sheets Webhook Triggers​

Trigger from Google Sheets using webhooks:

  1. Set up a webhook URL in Gdocify
  2. Configure Google Sheets to call the webhook
  3. Use Google Apps Script or automation tools
  4. Documents generate when the webhook is called

Perfect for:

  • Google Workspace workflows
  • Spreadsheet-based automation
  • Integration with Google Apps Script

API Triggers​

For developers, trigger via API:

  1. Get your API endpoint and authentication key
  2. Send a POST request with record data
  3. Gdocify processes the request and generates documents

Perfect for:

  • Custom applications
  • Existing API infrastructure
  • Full control over triggering

API Request Example​

curl -X POST https://api.gdocify.com/trigger \
  -H "Authorization: Bearer your-api-key" \
  -H "Content-Type: application/json" \
  -d '{
    "automationId": "your-automation-id",
    "recordId": "record-123"
  }'

How Triggers Work​

When a trigger is activated:

  1. Trigger received: Gdocify receives the trigger request
  2. Data loaded: Reads data from your data source
  3. Template processed: Applies data to your template
  4. Document generated: Creates the Google Doc and/or PDF
  5. Actions executed: Saves files, sends emails, calls webhooks
  6. Status updated: Records the execution in history

Choosing the Right Trigger​

Manual Trigger​

Use when:

  • You need full control
  • Testing your automation
  • One-time or occasional generation

Airtable Button​

Use when:

  • Your team uses Airtable
  • You want user-friendly triggering
  • Generating for specific records

Webhook​

Use when:

  • Integrating with other apps
  • Automating from external systems
  • Building custom workflows

API​

Use when:

  • Building custom applications
  • Need programmatic control
  • Integrating with existing APIs

Testing Your Trigger​

Before using triggers in production:

  1. Test with one record: Always test with a single record first
  2. Verify the output: Check that documents are generated correctly
  3. Check execution history: Review the execution log
  4. Test at scale: Once confirmed, test with multiple records
  5. Monitor performance: Watch for any issues

Best Practices​

Trigger Selection​

  • Start simple: Begin with manual triggers
  • Choose appropriately: Use the trigger that fits your workflow
  • Test thoroughly: Always test before scaling
  • Document your setup: Note which trigger you're using

Performance​

  • Batch processing: Process multiple records efficiently
  • Rate limits: Be aware of API rate limits
  • Error handling: Handle failures gracefully
  • Monitoring: Track trigger success rates

Common Issues​

"Trigger not working"​

  • Check that you've copied the URL correctly
  • Verify authentication credentials
  • Ensure the trigger endpoint is accessible
  • Review execution history for errors

"Permission denied"​

  • Verify authentication credentials
  • Check API keys or tokens
  • Ensure proper permissions are granted
  • Re-authorize if needed

"No records found"​

  • Make sure your data source has records
  • Verify records are accessible
  • Check filters or views aren't excluding all records
  • Test data source connection

Tips​

  • Start with manual triggers: Easiest way to test your automation
  • Test before scaling: Always test with one record before running for hundreds
  • Use appropriate triggers: Choose the trigger type that fits your workflow
  • Document your triggers: Note which trigger you're using for future reference
  • Monitor execution: Keep an eye on trigger success rates

Next Steps​

Now that you understand triggers:

  1. Learn about Run History to track executions
  2. Explore Email Notifications for delivery
  3. Check out Webhooks for integrations