Send personalized appreciation certificate to employees

employee-certificate/README.md

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+---
+title: Send personalized appreciation certificate to employees
+description: Automatically customize an existing Google Slide certificate template with employee data in Google Sheets and share them using Gmail.
+labels: Slides, Sheets, Apps Script, Gmail, Drive
+material_icon: emoji_events
+create_time: 2020-09-01
+update_time: 2020-09-01
+---
+
+Contributed by [Sourabh Choraria](https://developers.google.com/community/experts/directory/profile/profile-sourabh_choraria). Find me on Twitter [@schoraria911](https://twitter.com/schoraria911), [LinkedIn](https://www.linkedin.com/in/schoraria/) or via my blog on everything Google Apps Script - [script.gs](https://script.gs/)
+
+Manually creating customized employee certificates in Google Slides can be tiresome. Having to download, attach and send them to each individual can get equally cumbersome. Google Apps Script is the perfect tool to simplify such repetitive work and also eliminate any accidents that end-up having one employee get an appreciation certificate of another.
+
+This setup would make use of the 'Employee Certificate' template from Google Slides and a Google Sheet with all the employee details. The script would start by making a copy of the template and replace some of the key placeholders (like Employee Name, Company Name etc.) with data from the sheet. Once a slide for every employee is created, we then run another function that would extract individual slides as a PDF attachment and send it to each employee's email ID.
+
+![employee-certificate-gif](https://user-images.githubusercontent.com/37455462/91755079-25f56280-ebe8-11ea-9b19-725744400893.gif)
+
+## Technology highlights
+- The [`DriveApp` service](https://developers.google.com/apps-script/reference/drive/drive-app) is used to make copies of the original Google Slides template
+- The [`SpreadsheetApp` service](https://developers.google.com/apps-script/reference/spreadsheet/spreadsheet-app) is used to refer employee details and update the status against each of them
+   - We'll also make use of [Custom Menus in G Suite](https://developers.google.com/apps-script/guides/menus)
+- The [`SlidesApp` service](https://developers.google.com/apps-script/reference/slides/slides-app) is used to replace the placeholders from the template, with actual employee data
+- The [`GmailApp` service](https://developers.google.com/apps-script/reference/gmail/gmail-app) is used to get the individual slides as a PDF and send it to respective employee's email ID
+
+## Try it
+
+### Select the templatized slide deck
+
+1. Make a copy of the [Employee Certificate](https://docs.google.com/presentation/d/1bFj09xI7g_kbA76Xb60tYyxVdi-zrpm6zQ6gu696vKs/copy) slide or select it from the Slides template gallery [here](https://docs.google.com/presentation/u/0/?tgif=c&ftv=1)
+2. Identify the unique ID of your Slides document. The ID can be derived from the URL: `https://docs.google.com/presentation/d/`_**`slideId`**_`/edit`
+3. Create an empty folder in Google Drive and identify its unique ID as well. The ID can be derived from the URL: `https://drive.google.com/drive/folders/`_**`folderId`**_
+
+### Set up the employee spreadsheet
+
+1. Make a copy of the sample [Employee data](https://docs.google.com/spreadsheets/d/1cgK1UETpMF5HWaXfRE6c0iphWHhl7v-dQ81ikFtkIVk/copy) spreadsheet and fill it with all the required details
+2. From the spreadsheet, open the script editor by selecting **Tools > Script editor**
+3. Copy and paste your Slides document ID into line 1 of `Code.gs` replacing `SLIDE-ID-GOES-HERE` while maintaining the quotes and the Drive folder ID into line 2 by replacing `TEMPORARY-FOLDER-ID-GOES-HERE`
+5. Save the changes by navigating to **File > Save**
+6. Run the `onOpen` function to authorize the setup by navigating to **Run > Run function > onOpen**
+
+### Create and send certificates
+
+1. From the spreadsheet, click on custom menu item **Appreciation > Create certificates** to start the process
+   - Wait till the creation process is complete; you'll get to see a **Finished script** message at the end
+2. Once all the rows have the _Status_ as "CREATED", then navigate to **Appreciation > Send certificates** to start sending the certificates to each employee's email ID
+
+## Next steps
+
+To get started with Google Apps Script, try out [the codelab](https://codelabs.developers.google.com/codelabs/apps-script-intro) which guides you through the creation of your first script.
+
+You can also view the [full source code](https://github.com/schoraria911/google-apps-script/blob/master/Random/Employee%20certificate/code.gs) of this solution on GitHub or check out [this blog post](https://script.gs/send-personalized-appreciation-certificate-to-employees/) to learn more about how it was built.

employee-certificate/src/Code.gs

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+var slideTemplateId = "SLIDE-ID-GOES-HERE"; // Sample: https://docs.google.com/spreadsheets/d/1cgK1UETpMF5HWaXfRE6c0iphWHhl7v-dQ81ikFtkIVk
+var tempFolderId = "TEMPORARY-FOLDER-ID-GOES-HERE"; // Create an empty folder in Google Drive
+
+/**
+ * Creates a custom menu "Appreciation" in the spreadsheet
+ * with drop-down options to create and send certificates
+ */
+function onOpen(e) {
+  var ui = SpreadsheetApp.getUi();
+  ui.createMenu('Appreciation')
+  .addItem('Create certificates', 'createCertificates')
+  .addSeparator()
+  .addItem('Send certificates', 'sendCertificates')
+  .addToUi();
+}
+
+/**
+ * Creates a personalized certificate for each employee
+ * and stores every individual Slides doc on Google Drive
+ */
+function createCertificates() {
+
+  // Load the Google Slide template file
+  var template = DriveApp.getFileById(slideTemplateId);
+
+  // Get all employee data from the spreadsheet and identify the headers
+  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
+  var values = sheet.getDataRange().getValues();
+  var headers = values[0];
+  var empNameIndex = headers.indexOf("Employee Name");
+  var dateIndex = headers.indexOf("Date");
+  var managerNameIndex = headers.indexOf("Manager Name");
+  var titleIndex = headers.indexOf("Title");
+  var compNameIndex = headers.indexOf("Company Name");
+  var empEmailIndex = headers.indexOf("Employee Email");
+  var empSlideIndex = headers.indexOf("Employee Slide");
+  var statusIndex = headers.indexOf("Status");
+
+  // Iterate through each row to capture individual details
+  for (var i = 1; i < values.length; i++) {
+    var rowData = values[i];
+    var empName = rowData[empNameIndex];
+    var date = rowData[dateIndex];
+    var managerName = rowData[managerNameIndex];
+    var title = rowData[titleIndex];
+    var compName = rowData[compNameIndex];
+
+    // Make a copy of the Slide template and rename it with employee name
+    var tempFolder = DriveApp.getFolderById(tempFolderId);
+    var empSlideId = template.makeCopy(tempFolder).setName(empName).getId();        
+    var empSlide = SlidesApp.openById(empSlideId).getSlides()[0];
+
+    // Replace placeholder values with actual employee related details
+    empSlide.replaceAllText("Employee Name", empName);
+    empSlide.replaceAllText("Date", "Date: " + Utilities.formatDate(date, Session.getScriptTimeZone(), "MMMM dd, yyyy"));
+    empSlide.replaceAllText("Your Name", managerName);
+    empSlide.replaceAllText("Title", title);
+    empSlide.replaceAllText("Company Name", compName);
+
+    // Update the spreadsheet with the new Slide Id and status
+    sheet.getRange(i + 1, empSlideIndex + 1).setValue(empSlideId);
+    sheet.getRange(i + 1, statusIndex + 1).setValue("CREATED");
+    SpreadsheetApp.flush();
+  }
+}
+
+/**
+ * Send an email to each individual employee
+ * with a PDF attachment of their appreciation certificate
+ */
+function sendCertificates() {
+
+  // Get all employee data from the spreadsheet and identify the headers
+  var sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
+  var values = sheet.getDataRange().getValues();
+  var headers = values[0];
+  var empNameIndex = headers.indexOf("Employee Name");
+  var dateIndex = headers.indexOf("Date");
+  var managerNameIndex = headers.indexOf("Manager Name");
+  var titleIndex = headers.indexOf("Title");
+  var compNameIndex = headers.indexOf("Company Name");
+  var empEmailIndex = headers.indexOf("Employee Email");
+  var empSlideIndex = headers.indexOf("Employee Slide");
+  var statusIndex = headers.indexOf("Status");
+
+  // Iterate through each row to capture individual details
+  for (var i = 1; i < values.length; i++) {
+    var rowData = values[i];
+    var empName = rowData[empNameIndex];
+    var date = rowData[dateIndex];
+    var managerName = rowData[managerNameIndex];
+    var title = rowData[titleIndex];
+    var compName = rowData[compNameIndex];
+    var empSlideId = rowData[empSlideIndex];
+    var empEmail = rowData[empEmailIndex];
+
+    // Load the employee's personalized Google Slide file
+    var attachment = DriveApp.getFileById(empSlideId);
+
+    // Setup the required parameters and send them the email
+    var senderName = "CertBot";
+    var subject = empName + ", you're awesome!";
+    var body = "Please find your employee appreciation certificate attached."
+    + "\n\n" + compName + " team";
+    GmailApp.sendEmail(empEmail, subject, body, {
+      attachments: [attachment.getAs(MimeType.PDF)],
+      name: senderName
+    });
+
+    // Update the spreadsheet with email status
+    sheet.getRange(i + 1, statusIndex + 1).setValue("SENT");
+    SpreadsheetApp.flush();
+  }
+}

employee-certificate/src/appsscript.json

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+{
+  "timeZone": "Asia/Kolkata",
+  "exceptionLogging": "STACKDRIVER",
+  "runtimeVersion": "V8"
+}