Utilizing AITable.ai for work management and using email for communication is a common practice among many teams and individuals. Bridging the gap between these two platforms to establish a seamless flow of information is a strategy that can significantly expedite team efficiency.
For instance, teams that use AITable.ai for project management would find it beneficial to automate the process of sending email notifications to responsible team members whenever a new task is added. AITable.ai offers multiple ways to achieve this automation.
Your Hub for Workflow Automation and Interoperability
AITable.ai simplifies workflow automation by providing a visual database and extends its reach by connecting to over 6000+ apps via connectors such as Albato, Zapier, Make, Pabbly, and Activepieces.However, AITable.ai’s capabilities are not limited to these connectors. The platform boasts robust automation features that enable users to create diverse automated workflows.
In this blog post, we delve into two distinct ways of building automated workflows on AITable.ai to facilitate automatic email notification.
Automating Email Notifications Using AITable.ai Automation
To initiate the automation of email notifications, start by creating a new column in your AITable.ai datasheet, designating it as a select field. This field should include the option ‘sent,’ which will act as the trigger for the automation process.
Set up an automation in AITable.ai, choosing ‘Record Matches Conditions’ as the trigger. When the status changes to ‘sent,’ the condition is triggered.
For the action, select ‘Send email,’ and fill in the relevant configuration details. Configuration details include SMTP Server, username, password, recipient’s email, email subject, and body.
AITable.ai supports the inclusion of variables in the email content. Save this automation, and you’ll be able to synchronize information by sending it to the corresponding email when needed.
Harnessing the Power of Connectors for Email Automation
Apart from AITable.ai‘s inherent automation, connectors like Zapier, make.com, Pabbly can be used for automatic email notifications. The trigger mechanisms are diverse and can be explored in our previously published blog: Sync From AITable to Google Sheets. In this blog, we use make.com as an example to demonstrate how to build an automated workflow using a connector.
In AITable.ai, set up an automation related to ‘send web request’ to ensure that information can be received by make.com. When setting up the automation, choose ‘Record Matches Conditions,’ with the trigger set for when the status changes to ‘sent.’
For the action, select ‘send web request’ and fill in the relevant configuration details.
Next, create a new Scenario in make.com and select webhook as the first module. Choose custom webhook and generate a URL, which should be copied into the AITable.ai automation settings.
Test the data retrieval, and if successful, choose Mail as the next module. For the event, select ‘Send Email,’ connect to your email service. Fill in the necessary information in the configuration panel, such as the recipient’s email, email body, cc, and more. You can include field variables from AITable.ai.
Particularly when connecting a Gmail account, the module needs to select Gmail, and specific settings need to be made in your Gmail home page for it to work. You can refer to the document: Gmail Help for details.
After successful testing, you can publish this workflow.
Embracing the Power of Automation with AITable.ai
AITable.ai enables a multitude of automated office operations, significantly enhancing your work efficiency. By automating tasks that were previously time-consuming and manual, AITable.ai empowers teams to focus on more strategic and value-adding tasks.
Whether it’s sending timely project updates, sharing valuable data insights, or pushing tasks and updates to project management tools, AITable.ai can handle it all. The power of automation lies in its ability to save time and reduce manual tasks.
By automating your email notifications with AITable.ai, you’re not just getting started – you’re getting ahead. Embrace the power of automation with AITable.ai and transform the way you manage your workflows.