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Find multiple records and Airtable and email results

  • 18 August 2022
  • 5 replies
  • 75 views

Hello! -

I’m attempting to integrate a pay what you want shop model using Zapier and Airtable. Right now I have the following functionality working:

  1. Using our shop API, the user places an order.
  2. A record is created in Airtable with their information and SKU numbers ordered.
  3. Zapier breaks multiple orders into individual SKU numbers.
  4. The records are looked up for the SKU numbers, comparing them to links in another spreadsheet. ← this is where I need help!
  5. An email is sent that sends the customer the download links for their SKUs.

I have this working fine when it’s simply one item ordered. However, if it’s multiple orders I can’t figure out how to make Zapier:

  1. Identify if there are multiple orders, and then…
  2. On step 4, to look up the records of each item identified in step 3
  3. And finally, to send an email that comprises everything found in step 4

Is there a way to make Zapier conditionally loop if there’s a certain number of items placed? E.g. if a customer orders 3 things, Zapier knows to do step 4 3 times? And if so, how can I think make it so Zapier knows to email all 3 of those things in step 5?

 

Thank you!

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Best answer by Troy Tessalone 18 August 2022, 23:08

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5 replies

Userlevel 7
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Hi @chrishrp 

Good question.

The Looping app can be used to handle individual line items: https://zapier.com/apps/looping/integrations

If you’re trying to process all the line items before sending out an email, then that will involve a more advanced approach, possibly using these apps…

Storage: https://zapier.com/apps/storage/integrations

Digest: https://zapier.com/apps/digest/help

Code: https://zapier.com/apps/code/help

...and maybe others.

Thank you for the response, @Troy Tessalone!

I will look into the documentation for Storage, Digest, and Code. Thank you for the recommendations.

For Looping, how does this work with Formatter outputs? For example, right now a customer places an order with SKUs 100, 101, and 102 (which outputs as 100, 101, 102 on a single line). Then, Formatter is converting that into three separate fields: 100, 101, 102. That way, when getting to the step where an email is sent with a download link, Airtable is able to reference 100, 101, and 102 to the Downloads table with the corresponding SKU.

In Looping, my options to loop values seem limited. For example, I can loop “Output Item 1: 100”, but that doesn’t seem to solve the issue of wanting to look up each output item? Am I reading this wrong?

 

Userlevel 7
Badge +14

@chrishrp

Tough to interpret w/o seeing screenshots of how your Zap steps are configured and how the Airtable Base is configured, as well as outlining a specific representative example.

 

Looping handles line items in a single field so you may not need to use the Formatter step.

 

The solutions really depends on how you are trying to make it behave.

This post has been edited by a moderator to remove personal information. Please remember that this is a public forum and to remove any sensitive information prior to posting.

Here’s an example @Troy Tessalone 

  1. (Working) The order is placed in the shop API, which includes a SKU and customer info.
  1. (Working) A record is created in Airtable which collects the customers’ information for a mailing list, etc.
  1. (Working) Another record is created in a different table that logs the order information.
  1. (This is where I start getting confused...) Formatter is used to separate the SKU into 2 values (as two things were ordered).
  1. (Working, albeit with one item) Airtable Record Lookup is used to find the SKU in another table, which contains a Google Drive link.
  1. And finally, an email is sent that has that Google Drive link.

However, my issue is figuring out from step 4 to 5 how to make it so Airtable inserts multiple different SKUs.

Userlevel 7
Badge +14

@chrishrp 

Why not use Link and Lookup fields in Airtable.

If you configure your Airtable data correctly, then the comma separated listed of SKUs can be automatically linked to the SKU Table.

Then the Lookup field can be used to pull over the GDrive links.

Airtable help articles:

https://support.airtable.com/hc/en-us/articles/206452848-How-to-link-records-in-Airtable

https://support.airtable.com/hc/en-us/articles/360042312194-Lookup-field-overview