2/15/2024 0 Comments Zapier with airtable![]() ![]() Here is a help file from Airtable about this process.Īirtable Automations are limited to finding 100 records per automation. Start manual, move into a Zapier trigger, and then fully automate based on a complex series of filters. They sort of evolve as you grow your data and your base and how it functions. I have many bases that I use all 3 of the methods I described. Mix and match, pick the ones that work for your work style or your budget, or even your technical proficiency method. You can even define a button to the extension and send custom emails one at a time. The Sendgrid extension is a more manual process, whereby you define a set view of records/email addresses, draft the message, including use of mail merge tags to insert data from your table, preview them and send a batch group of emails. But if you have a need to send 50,000 emails in a month, it would only cost $20. I also really like using the Sendgrid extension (though this does incur additional monthly costs). You can also define a variety of ways for it to trigger including any changes to the record (checkbox, single select field using some sort of command like "Send email", etc. Other functional ways to schedule and send emails also include exactly what you've done with Zapier. You can even make the last action in an automation to update the record as "sent" as each email is sent. Turn on the automation after testing, and sit back and relax. After setting up the trigger, you can define the action (Send a Gmail) using the Integrations. You can set a variety of triggers (at a scheduled time, with your date/time modified field, or based on several filterable conditions). The most straightforward way that Airtable currently makes for that process is the use the Automation tab. There are quite a few different ways to send out emails from Airtable, as well as trigger them. Is this the way to do this sort of thing? It feels a bit clunky.Īnd, if you've had experience doing something like this yourself, was it smart for me to trigger the zaps in smaller batches? Or would Zapier have handled processing ~120 records in one run? After each batch went out, I marked those records as "sent" by hand (easy in Airtable, for this number of records), queued up the next batch, and waited for them to get sent. ![]() I didn't ask Zapier to do anything other than connect (record by record) to my client's Gmail account and send each message. We had to do a follow-up email, and I used the same process, just with a different body content for the message. I was a little worried about how well Zapier would perform, so I triggered smaller batches of records, about 30 at a time. The zap then connected to my client's Google Workspace/Gmail account to send the emails out. I defined a date-time modified field in Airtable that I used to trigger the zap in Zapier. The email contains a link to an Airtable form that I want them to fill out. I have a list of people (about 120) that I needed to send and email to. This week I used it for something important, and I'm wondering if the approach I took is the best way to solve the problem. ![]() If you’d like to hire an expert Airtable consultant to help you with any of this, please feel free to contact me through my website: Airtable consulting - ScottWorldI've used Zapier on and off for the last couple of years for small purposes. There is a small learning curve with Make, which is why I created this basic navigation video to help. You can do the exact same thing that I mentioned above with Make, and you can also trigger it with a script instead of a button. I’ve written an entire post here about Make vs. Make is infinitely more powerful & flexible & customizable than Zapier, and it is also significantly cheaper as well. However, I strongly recommend using Make instead of Zapier. (You can also add in extra parameters if you’d like, but those are unnecessary as well.) ![]() Just add the Record ID of the record as a parameter to the end of the webhook URL, and then have Zapier find the record based on its ID. Your button can just trigger the webhook URL on its own. You could use a script, but it’s unnecessary. ![]()
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