Automated Email Workflow Using Zapier and Google Sheets

Objective

To automate the process of sending personalized emails through Zoho Mail when new rows are added to a Google Sheet, ensuring efficient handling of multiple entries and accurate timestamping. 

Solution Overview

I built a Zapier workflow to streamline email communication by integrating Google Sheets and Zoho Mail. The automation dynamically handles new spreadsheet entries, personalizes emails, and logs email activity.

Key Steps in the Workflow

1. New Row Lookup in Google Sheets

• Configured Zapier to monitor a Google Sheet for new rows.

• Triggered the workflow when new rows are detected.

2. Handling Multiple Rows with Delay

• Added a 3-minute delay between actions when multiple rows are added simultaneously.

• Ensured emails were sent in sequence to avoid batching issues and maintain a steady workflow.

3. Sending Personalized Emails via Zoho Mail

• Automated sending personalized emails using:

  • Company Name from the Google Sheet.

  • Company Email from the Google Sheet.

  • HTML-Formatted Email Body for a professional look and feel.

4. Date-Time Formatting to Dublin Time Zone

• Formatted the email-sent timestamp to reflect the Dublin time zone (GMT/BST) for consistency.

5. Timestamp Logging in Google Sheets

• Updated the Google Sheet by timestamping the exact moment each email was sent.

• Ensured clear tracking and record-keeping of email activity.

Key Outcomes:

• Efficiency: Automated email sending without manual intervention.

• Accuracy: Personalized emails ensure better engagement with recipients.

• Tracking: Real-time logging of email activity provides transparency and accountability.