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New File in the Folder? Make Generates a PDF and a Word Doc. Six Steps, Fully Automated!

· 15 min read
Sankalp Mishra
SEO and Content Writer

Drop a data file (e.g. JSON) into a Dropbox folder and keep a Google Docs template (e.g. Google Docs Template.docx) in the same place. When a new file appears, Make can run automatically: Find Template File gets the template, PDF4me – Generate Document runs twice—once with Data Text (inline JSON) → PDF, once with Data File (the triggered file) → Word—then Upload File saves both. Six modules. Trigger-based. No manual run.

This guide uses authentic screenshots and descriptive image captions so you can follow each step and match the configuration (folder paths, template name, data format, and output file names) in your own Make scenario.

In a nutshell: Dropbox – New File in Folder (watch /Generate document Mail Merge, Include file contents and sharing link) → Dropbox – Find Template File (same folder, Google Docs Template.docx, first if multiple) → PDF4me – Generate Document (Template from step 2, Template File Type GoogleDocs, Input Data Format Type text, Data Text with JSON, Output Document Type pdf) → Dropbox – Upload File (Google_Docs_Zap_Deployed.pdf) → PDF4me – Generate Document (Template from step 2, Input Data Format Type file, Data File from step 1, Output Document Type docx) → Dropbox – Upload File (Google_Docs_Zap_Deployed-2.docx). Result: one PDF and one Word document in /Generate document Mail Merge/Output per trigger.

What You'll Get​

Trigger: A new file in the watched Dropbox folder (e.g. a JSON data file). Input: The triggering file as data and a fixed template (Google Docs Template.docx) in the same folder. Output: A generated PDF (from inline Data Text, e.g. Google_Docs_Zap_Deployed.pdf) and a generated Word document (from the triggered Data File, e.g. Google_Docs_Zap_Deployed-2.docx) in /Generate document Mail Merge/Output. Overwrite is false so existing files are not replaced.

What You Need​

  • Make — Create a Make account and open a new scenario.
  • PDF4me API key — Get your API key. Connect PDF4me when you add the Generate Document modules. See Connect PDF4me to Make.
  • Dropbox — With modules: New File in Folder, Find Template File, and Upload File. Space: Default.
  • Google Docs template — e.g. Google Docs Template.docx, with merge fields (e.g. {{name}}, {{course}}, {{date}}, {{instructor}}). Stored in the watched folder so Find Template File can locate it.
  • JSON data — As a file in the same folder (to trigger the scenario) or as inline Data Text in the first Generate Document step. Keys must match the template placeholders (e.g. name, course, date, instructor). Example: {"name":"Alice Johnson","course":"Intro to Automation","date":"2026-03-10","instructor":"Mr. Smith"}.

The Scenario at a Glance (6 Modules)​

  1. Dropbox – New File in Folder (1) — Trigger: watch /Generate document Mail Merge. Include file contents: true. Include sharing link: true.
  2. Dropbox – Find Template File (2) — Same folder. File Name: Google Docs Template.docx. Include file contents: true. If multiple search results: first.
  3. PDF4me – Generate Document (3) — Template File from step 2. Template File Type: GoogleDocs. Input Data Format Type: text. Data Text: JSON (e.g. name, course, date, instructor). Input Data Type: json. Output Document Type: pdf. Keep Pdf Editable: false.
  4. Dropbox – Upload File (4) — Folder: /Generate document Mail Merge/Output. File: 3. File Url. Overwrite: false. Specify File Name: Google_Docs_Zap_Deployed. Specify File Extension: .pdf. Include sharing link: true.
  5. PDF4me – Generate Document (5) — Template File from step 2. Input Data Format Type: file. Data File from step 1 (the triggered file). Input Data Type: json. Output Document Type: docx.
  6. Dropbox – Upload File (6) — Same output folder. File: 5. File Url. Overwrite: false. Specify File Name: Google_Docs_Zap_Deployed-2. Specify File Extension: .docx. Include sharing link: true.

Complete scenario overview​

Make scenario: Dropbox 1 New File in Folder, Dropbox 2 Find Template File, PDF4me 3 Generate Document, Dropbox 4 Upload File, PDF4me 5 Generate Document, Dropbox 6 Upload File. All steps successful with green checkmarks.

Six modules: Trigger (New File in Folder), Find Template File, Generate Document (PDF), Upload File, Generate Document (DOCX), Upload File. Each step shows success; result is one PDF and one Word file in the output folder per run.

Step 1: New File in Folder (Trigger)​

Scenario so far: Trigger only.

  1. Add Dropbox → New File in Folder (or equivalent trigger that watches a folder).
  2. Space — Default.
  3. Folder — /Generate document Mail Merge.
  4. Include files in subfolders? — false (or as needed).
  5. Include file contents? — true so the file content is available for the Generate Document (Data File) step.
  6. Include sharing link? — true if you need a link in later steps.
  7. Save. When a new file appears in the folder, the scenario runs. The output (e.g. 1. File) will be used as Data File in the second Generate Document (step 5).

New File in Folder: Configuration​

Make Dropbox New File in Folder: Space Default, Folder /Generate document Mail Merge, Include files in subfolders false, Include file contents true, Include sharing link true, Configure tab

New File in Folder configured with Folder /Generate document Mail Merge, Include file contents and Include sharing link set to true. Trigger fires when a new file is added to this folder.

Step 2: Find Template File (Dropbox)​

Scenario so far: Trigger → Find Template File.

  1. Add Dropbox → Find Template File (or the module that finds a file by name in a folder).
  2. Space — Default. Folder — /Generate document Mail Merge.
  3. Include files in subfolders? — false. File Name — Google Docs Template.docx.
  4. Include Deleted Files? — false. Include file contents? — true. Include sharing link? — true (if needed).
  5. Successful if no search results are found? — false. If multiple search results are found — first.
  6. Save. The output (e.g. 2. File, 2. File Name, 2. File Ext) will be used as Template File in both Generate Document steps.

Find Template File: Configuration​

Make Dropbox Find Template File: Folder /Generate document Mail Merge, File Name Google Docs Template.docx, Include file contents true, If multiple search results first, Configure tab

Find Template File configured with Folder /Generate document Mail Merge and File Name Google Docs Template.docx. Output (2. File, 2. File Name, 2. File Ext) is mapped as Template in Generate Document modules.

Step 3: Generate Document (PDF) — Data Text​

Scenario so far: Trigger → Find Template → Generate Document (first run).

  1. Add PDF4me → Generate Document.
  2. Template File — From step 2 (e.g. 2. File). Template File Name — From step 2 (e.g. 2. File Name: Google Docs Template, 2. File Ext: .docx).
  3. Template File Type — GoogleDocs.
  4. Input Data Format Type — text. Data Text — Your JSON (e.g. [{"name":"Alice Johnson","course":"Intro to Automation","date":"2026-03-10","instructor":"Mr. Smith"}]). Input Data Type — json.
  5. Output Document Type — pdf. Keep Pdf Editable — false.
  6. Save. The module returns a file URL (e.g. 3. File Url) for the first Upload.

Generate Document: Run details (PDF output)​

Make PDF4me Generate Document step 3: Template File 2. File Google Docs Template.docx, Template File Type GoogleDocs, Input Data Format Type text, Data Text JSON name course date instructor Alice Johnson, Input Data Type json, Output Document Type pdf, Keep Pdf Editable false

Generate Document (step 3) with Template from Find Template File, Template File Type GoogleDocs, Data Text with JSON (name, course, date, instructor), Output Document Type pdf. Run details tab shown.

Step 4: Upload File (PDF)​

Scenario so far: Trigger → Find Template → Generate Document (PDF) → Upload.

  1. Add Dropbox → Upload File.
  2. Space — Default. Folder — /Generate document Mail Merge/Output.
  3. File — From step 3 (e.g. 3. File Url).
  4. Overwrite — false. Specify File Name — Google_Docs_Zap_Deployed. Specify File Extension — .pdf.
  5. Include sharing link? — true (optional).
  6. Save. The first generated document (PDF) is saved to the output folder.

Upload File: PDF output​

Make Dropbox Upload File step 4: Folder /Generate document Mail Merge/Output, File 3. File Url, Overwrite false, Specify File Name Google_Docs_Zap_Deployed, Extension .pdf, Include sharing link true

Upload File (step 4) with Folder /Generate document Mail Merge/Output, File from step 3 (3. File Url), File Name Google_Docs_Zap_Deployed, Extension .pdf, Overwrite false.

Step 5: Generate Document (DOCX) — Data File​

Scenario so far: Trigger → Find Template → Generate PDF → Upload PDF → Generate Document (second run).

  1. Add a second PDF4me → Generate Document.
  2. Template File — From step 2 (e.g. 2. File). Template File Name — From step 2 (e.g. 2. File Name: Google Docs Template, 2. File Ext: .docx).
  3. Template File Type — GoogleDocs.
  4. Input Data Format Type — file. Data File — From step 1 (e.g. 1. File), the file that triggered the scenario. Input Data Type — json.
  5. Output Document Type — docx. Keep Pdf Editable — false (or N/A for docx).
  6. Save. The module returns a file URL (e.g. 5. File Url) for the second Upload.

Generate Document: Configure (DOCX output)​

Make PDF4me Generate Document step 5: Template File 2. File, Template File Name Google Docs Template.docx, Template File Type GoogleDocs, Input Data Format Type file, Data File 1. File from trigger, Input Data Type json, Output Document Type docx

Generate Document (step 5) with Template from step 2, Input Data Format Type file, Data File from step 1 (triggered file), Output Document Type docx. Use 5. File Url in the next Upload step.

Step 6: Upload File (DOCX)​

Scenario so far: All six steps connected.

  1. Add a second Dropbox → Upload File.
  2. Space — Default. Folder — /Generate document Mail Merge/Output.
  3. File — From step 5 (e.g. 5. File Url).
  4. Overwrite — false. Specify File Name — Google_Docs_Zap_Deployed-2. Specify File Extension — .docx.
  5. Include sharing link? — true (optional).
  6. Save and run. The scenario produces both a PDF and a Word document in the output folder each time the trigger fires.

Upload File: DOCX output​

Make Dropbox Upload File step 6: Folder /Generate document Mail Merge/Output, File 5. File Url, Overwrite false, Specify File Name Google_Docs_Zap_Deployed-2, Extension .docx, Include sharing link true

Upload File (step 6) with Folder /Generate document Mail Merge/Output, File from step 5 (5. File Url), File Name Google_Docs_Zap_Deployed-2, Extension .docx, Overwrite false.

Use Cases​

Dual format on trigger: When a new JSON (or data) file lands in the folder, get both a PDF (from inline or fixed data) and a Word doc (from the triggered file) so you have a fixed PDF and an editable DOCX without running the scenario manually.

Certificates and reports: Use the same Google Docs template; trigger with a new data file per person or report. First Generate Document uses static or mapped Data Text for a standard PDF; second uses the new file for a personalized DOCX.

Scheduled or event-driven: Combine with Make scheduling or webhooks so the "new file" is created by another process; the scenario runs automatically and fills the output folder with PDF and Word.

Quick Reference​

ModuleKey settingExample
Dropbox New File in Folder (1)Folder, Include file contents/Generate document Mail Merge; true
Dropbox Find Template File (2)Folder, File Name, If multipleSame folder; Google Docs Template.docx; first
PDF4me Generate Document (3)Template, Template File Type, Data Text, Output2. File; GoogleDocs; JSON; pdf
Dropbox Upload File (4)Folder, File, File Name, Extension.../Output; 3. File Url; Google_Docs_Zap_Deployed; .pdf
PDF4me Generate Document (5)Template, Data File, Output2. File; 1. File; docx
Dropbox Upload File (6)Folder, File, File Name, Extension.../Output; 5. File Url; Google_Docs_Zap_Deployed-2; .docx

For full parameter details, see Generate Document Single — Make. For a manual 4-step flow (Download template + Download JSON + Generate + Upload), see Google Docs template in Make (four steps).

Troubleshooting​

Find Template File returns nothing

Ensure Google Docs Template.docx exists in /Generate document Mail Merge and the file name matches exactly. If multiple search results: first uses the first match; adjust folder or name if needed.

Placeholders not replaced or wrong output

JSON keys must match the template placeholders (e.g. name, course, date, instructor). For step 5, the triggered file (1. File) must be valid JSON with those keys. For step 3, Data Text must be valid JSON (e.g. array of one object).

401, 402, or API errors

See PDF4me Troubleshooting for API key, credits, and connection issues.

What's Next​

  1. Run the scenario — Add a file to /Generate document Mail Merge and confirm both Google_Docs_Zap_Deployed.pdf and Google_Docs_Zap_Deployed-2.docx appear in Output.
  2. Single output — If you only need PDF or only Word, remove one Generate Document and its Upload step.
  3. Manual flow — For a fixed template and JSON path without a trigger, use the 4-step Google Docs in Make guide.
  4. Map data — Use expressions or a previous module to build the Data Text JSON dynamically instead of inline text.
PDF4me on MakeGet API KeyGenerate Document Single (Make docs)Google Docs in Make (4 steps)