Quickstart (Airtable integration) - Creating a PDF from Airtable data

Here's how to create PDFs from your Airtable data with DocuPotion:

1. Register for a DocuPotion account
2. Design your PDF in the template editor
3. Generate your Airtable Automation script
4. Set up the automation in Airtable

Register for a DocuPotion account

Estimated time: 1 minute

Head to the DocuPotion homepage and click on the 'Register / Sign in' or 'Start Free Trial' button.

This will bring you to the 'Register' page where you can register for an account. Choose Airtable as your platform and the onboarding wizard will route you straight into the document to create your first template

Design your PDF in the template editor

Estimated time: 1-20 minutes (depends on how complex your PDF document is)

DocuPotion's Document Editor is a prompt-driven template builder: you describe the document you want in plain English and the editor generates the underlying HTML, CSS, and data schema for you. No drag-and-drop, no HTML knowledge required.

1. Describe your document

In the chat pane on the left, type what you're trying to create. Be as specific or as loose as you like — the model is happy with both. Examples:

• "A simple invoice for my freelance business with line items and payment terms."
• "A 2-page sales proposal for a SaaS product. Include a summary, three pricing tiers, and a signature block."
• "A one-page certificate of completion with the student's name, course title, and issue date."

Hit send. The editor will draft the full template — layout, typography, merge fields, and sample data — and render it live in the preview pane on the right.

2. Upload reference images to embed

Above the prompt box, drag in logos, headers, product shots, or any image you want to appear in the document using the Upload Images rail. Each image gets an auto-assigned handle like @img1, @img2. You can attach up to eight images at a time.

Reference a handle in your prompt to tell the editor where to place it — e.g. "Use @img1 as the company logo in the header" or "Add @img2 as a hero image at the top of the first page". The image gets inserted into the template at the spot you describe.

3. Iterate by chatting

Keep refining the template with follow-up prompts. The editor remembers the conversation, so you can say things like:

• "Make the header more compact and move the logo to the right."
• "Add a discount row below the subtotal."
• "Change the font to something more playful."

Simple edits are applied surgically and come back in a few seconds. Bigger redesigns take a little longer because the editor regenerates the template from scratch.

4. Set up your merge fields

Anywhere you want dynamic data, the editor will insert a {{mustache}}    variable — e.g. {{company_name}}   , {{invoice_number}}   , {{total}}   . You can see and edit these in the Data tab at the top of the preview.

If you already know what data you'll be using from your Airtable base, include that list in your prompt up front — e.g. "Use these fields: first_name, last_name, email, amount_due, due_date". The editor will bind them exactly and won't invent extras.

5. Preview with real-looking data

Toggle With data above the preview to render the template with the sample values from the Data tab. This is what your final PDF will look like when n8n sends real values in.

6. Publish the template

When you're happy with the draft, click Publish in the top-right. Only published versions are used when the Airtable automation generates a PDF, so you can keep tweaking the draft without affecting live workflows.

Generate your Airtable Automation Script

Estimated time: 2 minutes

Once you're happy with the design of your template click on the 'Integrations' tab and select the 'Airtable' option. This will open up a popup:

This popup allows you to generate a script that you can use in Airtable Automations to generate PDFs of DocuPotion templates.

Add the URL of the Airtable Table you're generating the PDF from to the Table URL field:

Type in the value of the Airtable field you want the generated PDF to be uploaded to. This field must be an Attachment field.

Choose whether you want the generated PDF to overwrite any existing files you have in your 'Attachment' field by checking/unchecking the Overwrite Existing Attachments box.

Click on the 'Generate Script' button to generate the Automation script.

You'll use this script in your Airtable Automation (see next step).

Set up the Automation in Airtable

Estimated time: 3-5 minutes

Navigate to the Automation tab in your Airtable dashboard and Add a Trigger. In the below example, we've added a Checkbox (called 'Generate PDF') to our Airtable table and are triggering the automation whenever a user checks the checkbox:

Next, add a 'Run a Script' action to the automation. You'll be brought to a editor. Paste in the script generated in the previous script:

Add record_id as an input and use data from the Airtable record ID.

Save down your automation. Now whenever you check the Generate PDF checkbox, your automation will create a PDF from your DocuPotion template with your Airtable data.