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  • How do I trigger an email from Google Sheets when birthday listed in two columns matches today's date?
Question

How do I trigger an email from Google Sheets when birthday listed in two columns matches today's date?

  • 13 April 2024
  • 4 replies
  • 27 views
T

I have some birthdays in a google sheet. Birthday DAYs in one column and birthday MONTHs in another column - so today 13 (for 13th) in column C and 4 (for April) in column D. How can I trigger an email when the birthday is today?
(the info is populated from a form in Convertkit which cannot store dates, only text).

4 replies

Troy Tessalone
Userlevel 7
Badge +14

Hi @TC100 

2 approaches

Check daily via a schedule.

  1. Trigger: Schedule
    1. Daily
    2. Will return theses data points:
      1. Month
      2. Day
  2. Action: GSheets - Lookup Row(s)
  3. Action: Filter
    1. Check if a Row/ID is found and returned
  4. Action: Looping - Create Loop from Line Items
    1. Since there could be multiple rows found for the same date
  5. Action: Gmail - Send Email

 

Other approach...

Use Airtable instead of GSheets.

Airtable has a Formula field.

You can use the Formula field to get a date from the Day/Month + determine the YEAR for TODAY.

Airtable has Views which are segments of data. (filter, sort, group, show/hide fields, reorder fields)

Airtable Views can be used to trigger Zaps.

Or Airtable has Automations.

Airtable Automations can trigger when a record matches conditions. (e.g. Date = TODAY)

Airtable Automations has a native integration with Gmail to Send Email.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

Thanks so much Troy - I think the first option looks best for me to try. I haven’t used those action triggers before so I’ll have go…..  🤞🏻

T

Hi @TC100 

2 approaches

Check daily via a schedule.

  1. Trigger: Schedule
    1. Daily
  2. Action: Formatter > Date & TIme > Format
    1. Get Month
  3. Action: Formatter > Date & TIme > Format
    1. Get Day
  4. Action: GSheets - Lookup Row(s)
  5. Action: Filter
    1. Check if a Row/ID is found and returned
  6. Action: Looping - Create Loop from Line Items
    1. Since there could be multiple rows found for the same date
  7. Action: Gmail - Send Email

 

Other approach...

Use Airtable instead of GSheets.

Airtable has a Formula field.

You can use the Formula field to get a date from the Day/Month + determine the YEAR for TODAY.

Airtable has Views which are segments of data. (filter, sort, group, show/hide fields, reorder fields)

Airtable Views can be used to trigger Zaps.

Or Airtable has Automations.

Airtable Automations can trigger when a record matches conditions. (e.g. Date = TODAY)

Airtable Automations has a native integration with Gmail to Send Email.

 

I’m at the formatter (step 2).
It wants to ‘transform’ the format of the date but I don’t need it to do this, it recognises today is month 4 already and the day is 13. Any ideas?

Troy Tessalone
Userlevel 7
Badge +14

@TC100

Then remove the 2 Formatter steps.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor

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