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Question

Update a spreadsheet based on a gmail containing a 'yes' or 'no'

  • December 16, 2022
  • 3 replies
  • 242 views
B

Hello,

 

Problem

I’m trying to configure an automation to update a spreadsheet column, specifically:

  1. A form is submitted, triggering a notification email
  2. The recipient replies to the email with ‘yes or ‘no’
  3. The reply keyword is used to update a column that corresponds to their email.
    -this column is an approval column
  4. The ‘yes’ will trigger an automation to send the approved form submission to our payment processor.

Currently I have this set with the approval being done manually on a spreadsheet, but I would like to remove this step, as it spreadsheets to intimidate my office mates lol.

 

Questions

  1. Is it possible to update rows dynamically with a term pulled from an email?
  2. Is it possible to look up new rows corresponding to the specific email only to avoid duplication? Example, the lookup value is the email address replying yes. But these manager emails are used repeatedly. Will Zap only look up new row?
  3. Is it possible to embed an html button that could be clicked from within the body of an email to appove?
  4. What Zap tools can I use to accomplish this?

 

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3 replies

Troy Tessalone
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  • Troy TessaloneZapier Expert
  • Zapier Expert
  • 31068 replies
  • December 16, 2022

Hi @BEFlow Design 

Good question.

 

Is it possible to update rows dynamically with a term pulled from an email?

I’d caution against trying to use an email response term to trigger a Zap.

For example, someone could respond with “yesterday”, which would match “yes”, or “notice”, which would match “no”.

 

Is it possible to look up new rows corresponding to the specific email only to avoid duplication? Example, the lookup value is the email address replying yes. But these manager emails are used repeatedly. Will Zap only look up new row?

You can use the GSheet Lookup Row Zap action and choose the direction (top to bottom, or bottom to top).

 

Is it possible to embed an html button that could be clicked from within the body of an email to appove?

Yes, but you will have to code the HTML button and determine where the button clicks thru to as it needs a link to redirect to.

 

What Zap tools can I use to accomplish this?

In the near future, Zapier Tables and Zapier Interfaces would be ideal for this, but they aren’t quite ready yet with all the features and functionality. https://zapier.com/early-access

 

ALTERNATIVE

Use Airtable: https://zapier.com/apps/airtable/integrations

Use 1 Base with 2 Tables

  1. 1 Table for the original submissions
  2. 1 Table for the responses via links in the email

Tables can have Forms to submit to create new records.

Records have unique record IDs that can be used to update records.

The links included in the email (yes/no) can have prefilled fields and hidden fields.

https://support.airtable.com/docs/prefilling-a-form

You can use the collected response records to update the original submission records, since the response record would have the record ID for the original submission record.

Airtable has internal Automations that can be used.

 

Furthermore, miniExtensions (paid) can be used to update an existing Airtable record: https://miniextensions.com/airtable-edit-form/

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

You might also consider using Webhooks by Zapier to trigger your Zap. Here’s a another thread discussing how this might work.

 

rachael.silvano
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Hi there @BEFlow Design - checking in with your progress here, is there anything else we can do to help you build your Zap? Let us know, we’re here to help :) 

 

Best,

Rachael

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