Question

Google Sheets to Gmail Zap with Delay sends duplicate emails

  • 4 November 2021
  • 2 replies
  • 78 views

Hi folks,

I’m fairly confident this is an issue with my Zap configuration and not Zapier itself. What am I doing wrong here?

The purpose:

I manage a Google Sheet that is used to sign up for events, some of which are months away. The Zap is intended to email a reminder about the event that a person signed up for to that person one week before the event. Before then, people can add or remove their name from an event as they please.

The problem:

The Zap I made sends the email just fine; however, sometimes it sends duplicate copies of the same email to the person simultaneously -- the most I’ve seen was 8 copies of the same email.

The inputs:

The sheet contains the following information in separate columns:

  • COL$A: Date of event (date)
  • COL$B: Name of event (text)
  • COL$C: Event location (text)
  • COL$D: Event time (time)
  • COL$E-G (unmerged): other descriptive fields (text)
  • COL$H: Name and email of person claiming event (text) [yes, I know, not optimal but I’m stuck with it -- see Zap notes for processing details]
  • COL$I: Name and email of person responsible for event (text) [same note as previous item]
  • COL$J: Date that event must be claimed by (date) [4 days before event date]

The Zap:

  1. Trigger: New or Updated Spreadsheet Row in Google Sheets triggering on changes to COL$H
  2. Format Date/Time: Combines COL$J and COL$D to create a datetime value
  3. Filter: Only continues if COL$H contains @ character (i.e. if someone has signed up)
  4. Filter: Only continues if COL$J is (date/time) After [Zap Meta Human Now]
  5. Delay by Zapier: Delay until [Step 2 value] -3d
    1. *Delay action is set to always continue when date is in the past
    2. Note that the maximum Zapier can hold a task is for 1 month. If the date passed into the Delay Until field is greater than 1 month from when the zap triggered, it will error out.
  6. Format Text: Extract email address from COL$H
  7. Format Text: Extract email address from COL$I
  8. Format Text: Extract pattern [\w+] from COL$H (essentially, first name)
  9. Format Text: Extract pattern [\w+] from COL$H (essentially, first name)
  10. Send Email in Gmail:
    1. To: [Step 6 value]
    2. CC: [Step 7 value]
    3. Subject: “Upcoming Event Reminder: COL$B @ COL$C”
    4. Body: contains references to [Step 8 value], [Step 9 value], COL$A-COL$E, and COL$J.

Thoughts? Let me know if any additional information is needed.


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2 replies

Userlevel 7
Badge +14

Hi @thejamrose21 

Here’s an alternative approach to explore, consider using Airtable as your operational database (odb) instead of GSheets: https://zapier.com/apps/airtable/integrations

Airtable has Views with Filters (e.g. Date = Today) which can be used to trigger Zaps: https://support.airtable.com/hc/en-us/articles/202624989-Guide-to-views

 

Hi @thejamrose21 

Here’s an alternative approach to explore, consider using Airtable as your operational database (odb) instead of GSheets: https://zapier.com/apps/airtable/integrations

Airtable has Views with Filters (e.g. Date = Today) which can be used to trigger Zaps: https://support.airtable.com/hc/en-us/articles/202624989-Guide-to-views

 

Thanks! Unfortunately, I do not have the option of transferring the GSheet to a new platform at this time.