The simplest way to send Gmail emails from Airtable with a click of a button!
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- čas přidán 16. 07. 2024
- Simple tutorial on how to send emails using Gmail from Airtable using Integromat and button field.
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You can set up multiple email templates inside of Airtable and link the relevant customer with the relevant message you would like to send him. Pressing Airtable button field activates Integromat webhook which will grab the email of the recipient, email subject and content from Airtable. These are being sent out using simple to set up Gmail module inside Integromat. No need for any addtional complex set up (like SendGrid), all easy to execute without knowledge of code. The email will arrive from your own Gmail account. Another alternative not shown in this video is using Microsoft Office 365 Email Integromat Module to send emails.
0:00 How sending emails with a press of a button looks like
0:22 Using the FIND() and LEFT () formula to extract the first name from the full name of a person
1:20 Setting up templates for emails using "long text" field and Rich formatting
3:10 Setting up "button" field in Airtable to link it with Integromat webhook
3:50 Creating Integromat webhook
5:15 Using data from webhook (record ID) to retrieve Airtable record data in Integromat
6:39 Setting up Gmail module in Integromat to send emails based on Airtable data
7:38 Using Markdown module to Convert Airtable Rich text to HTML
8:30 Single select feedback field with "Smart Links" in Integromat
9:00 Final scenario run
You can also read a description of how to build email automation using Gmail, Airtable, and Integromat in this article published in The Startup on Medium:
/ build-your-own-mailchi...
The Startup is one of the biggest publications on medium with over 700k followers.
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This is easily one of the best, most useful, most thorough step-by-step videos I've seen in a long time. THANK YOU for it!
Glad it was helpful!
So useful tutorial! thank you so much.
Glad it was helpful!
So amazed. Thank you!
Glad you liked it!
Super useful scenario. Especially the Markdown module to convert to HTML. Cheers
I was super happy to discover that Integromat has this Markdown to HTML feature. Previously the Gmail notifications were either plain text or needed preformatted HTML code inside Integromat Gmail module. This gives more flexibility.
Thank you so much for this video
Most welcome 😊
Thank you so much for the video! Is there a way to edit the email body to be customizable for each email recipient? For example, I set up a template and then have that template linked in my Table 1. Now that the template is pulled in, I want it to be unique to that specific person as well as have the ability to add some more text if need be.
It would not that easy to make the template customizable inside Airtable, better solution would be to put place holders inside of Make/Integromat.
On the video I am using single Gmail module, but you could have for example a router module and based on a filter select one of multiple routes leading to different gmail modules with specific templates.
Hi, your video is of GREAT HELP to my business! Thank you so much! I have a question though, how can you I disable the opening of new tab with 'ACCEPTED'. I just want that status 'SENT NOW' to be seen on my airtable. Thank you so much
Hi, You can use make to generate a website that will close itself. You can see me using this on this example here: czcams.com/video/dVtAkBQv99Q/video.htmlsi=Evho_7dP0i9lXfsd&t=416
You can ask ChatGPT to make a code like this. " Create a code for a website, that will automatically close itself after it is open"
I hope this helps!
@@BusinessAutomatedTutorials So awesome! It worked. Thank you so much!
Hi...Video is very helpful...I am able to automate the emails...One thing I am not able to do is to attach the file with this email...Can you explain that? It would be really helpful
Right. The key thing here is that inside of Airtable row, your attachment is represented as a url (that links to actual file). What Airtable sends to Integromat is not actual file but link to it. To add attachment in Airtable you have 2 options
a) insert link to attachment in the email body - recipient will be able to click on it and download it
b) use HTTP download file module in integromat to download the actual file data and then you can use this in Gmail as attachment.
thanks for this! is there a way to set it up so we send emails ~from~ different email accounts? e.g. we have a CRM tool for our users where they each manage their leads / outreach. would be great if we could enable them to send emails from their accounts
yes, you could add a single select field to select user and have a google send email module with a conditional filter depending on user.
curious why there is no still Gmail x Aitable extension to make email communication from Airtable useful and use it as fully functional CRM
There is an automation in Airtable automations that allows to send Gmail messages as well. Slightly different approach, you could use send out text messages , embedding HTML content will not work. Not sure about attachment situation right now.
It was helpful!
Do you know how to add an ability to track emails? As far as I know the easiest way is to use a 1px image inside a email. Is in airtable a way to generate such images, and control requests to a server while emails are opened?
You could serve the tracking pixel with Make (webhook, that returns blank 1px png file, while at the same time records the tracking code iniside the Airtable). This means you could use e.g. recordID as a tracking code for each email sent. Possible but it is a bit of a setup.
Hi, was really enjoyed from the video. Just one question. every time I send an email a new tab is open with the word "accepted". can we avoid opening this Tab?
Hey. The button actually works more as a hyperlinks rather than a button and to activate integromat you need to open the hyperlink. Another option would be to use button to start a script that would make a fetch request to integromat. It would not open a window but open a script /app tab instead...
What are the best alternatives to integromat for the same use case?
Zapier, Pipedream, N8N
Hi , I am surprised about your discovery of markdown function. i am trying to add extra function such as attachment and cc function. anyway , thanks a lot
You can add addtional emails in CC, just scroll down and select Advanced in Airtable.
Also to add attachments - if you want to add attachments from Airtable - data retrieved from Airtable will show attachments as URL links. You could technically attache URL to airtable image and people will be able to open it, but that is not a proper attachments. To get proper attachments use Integromat HTTP download file module and use its output as data for attachments.
@@BusinessAutomatedTutorials
Thanks ! I have done attachment , and attachment work perfect.
Again , your video help me a lot and 100% meets my need.
Thanks for the video! I receive the error
"BundleValidationError
Validation failed for 1 parameter(s).
Missing value of required parameter 'id'."
for the first airtable get a record. Any ideas?
Looks like you are missing record ID of the fields you are trying to retrieve. Check details of the data sent in the history of that execution that you did.
Hi how do you get the & to be green I cant complete the function because mine doesnt turn green ?
Are you having errors in formula? Make sure you use quotation marks around any text in formula.
I wish Airtables were actually integrated with Gmail to avoid all that fuss.
If you explore automations there is actually a module that would let you send emails from Gmail, but it is not available on free plan and also there is no option to prebuild different types of templates.
Hey , thanks for the video, i did exactly what you did in the table but i'm stuck at a point :
- First Webhooks : ok
- First Airtable record : ok
- Second airtable record : ERROR : RuntimeError NOT_FOUND ..
I did try with Several record ID.
Any ideas ?
Thanks :)
Second airtable record is linked record so in integromat, you need to select element inside array [1] not the whole array.
Hello!
May be do you know how to find some emails in Gmail by my criteria? For example, I would like to create scenario like this: Link in Airtable -> Webhook in Integromat -> Find some emails in Gmail -> Extract data -> Put it in Airtable.
hey, searching gmail using Integromat module is not an option, but It would be possible to make a request with search query via direct API ( also in Integromat using HTTP module). Would the search term come from Airtable? Are we searching for a specific word in emails or for a message from a specific sender?
@@BusinessAutomatedTutorials yes, I have to find specific word in emails and download email content to Google Drive or Airtable.
OK let me take a look their API - should be possible
So it would be possible. The approach would be use Integromat HTTP module with OAuth (set up OAuth Credentials in Google Console) and use search query with keyword. For each result you could get second detailed query to retrive message details and save them in dedicated Airtable table and link back to original record. I will try to record a video over next few days.:D
@@BusinessAutomatedTutorials Cool! Waiting for your video.
"Simplest way?" lol
Actually now you can also use Airtable Automations to send you emails either Airtable email or Gmail account. Should I change the title to second simplest?
@@BusinessAutomatedTutorials How can you do it with a press of a button? buy ruy a scrip? can you assist with suggesting the script which can enable sending a webhook?
Isn’t there a way to just send an email through Airtable without going through all of this? I’m not looking for automation but just to be able to send emails from within Airtable. Not with automation
If you are on paid plans on Airtable - you have Automations on the right hand side, so you can even use Airtable email to send notifications ( it will show up as email from Airtable). The application show in this video works with free Airtable plan (example you share bases with people and not necessary you want to pay for 15 Airtable paid plans) or if you want to have more control over the template and content of the email.
You can see this video to see how to use emails inside of Airtable Automations czcams.com/video/es3q0Lq4BLE/video.html
I’m on a paid plan but want to send emails Not automated. Just as needed and not automatically. Is there a way?
In this case you create a single select field "Send email" or a checkbox and whenever you want to send email, you select "Send email" (or check the checkbox), then you create a filtered view, that shows only emails to be sent. Now you can use Airtable automation to set up "When are record enters view", than "Send email" 2 step automation.
@@BusinessAutomatedTutorials Thanks, I do not understand this but it's okay. Appreciate your time.
Can you do this for me, using zapier?
Unfortunately not, I have solemnly sworn to myself to never never never ever again pick up any projects involving Zapier... no like never. Life is too short to use Zapier... Bad slow UI, lackluster error reporting, visualizing arrays as text, visualizing pretty much all data as text, basic text and number formatting requiring additional steps, painful branching and only 2 way (or you build branching staircase) no filters between steps, much more expensive pricing model vs Integromat. Yeah basically no :) Not even a paid project.
@@BusinessAutomatedTutorials ok, how much on integromat and which plan do I need.
@@alldataunited5784 You can start with free integromat plan that 1000 operation (1 operation - 1 bubble execution similar to step) so that gives you about 300 free runs of the scenario. The paid plan starts 9 USD and that is I think 10'000 operations.
@@BusinessAutomatedTutorials What I meant to ask i "How much for you to do this for me on integromat"
@@alldataunited5784 Do drop us an email on the website at business-automated.com , the range is usually around $100-150 per hour depending on project complexity.
Thank yout for your video, is very useful. How to send email with attachments directly from airtable? Or, how about sending an email with an entire record containing attachments to a co-worker?
Since this video was made, Airtable has improved their Automation, you could attach emails there, but you could also attach email here as part of this scenario.
@@BusinessAutomatedTutorials I tried to send an emial message with an attachment using airtable automation but in the free plan you can't do it. Maybe in a higher subscription you can send a message with an attachment.
@@piotrula7 Thanks for sharing. It is for sure possible to add attachments in Make even on the free plan.
@@BusinessAutomatedTutorials I get it, apparently I'm still too weak to figure it out. Thank you for your work.