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Best answer

Help with Email Zap

A

I have created a Zap that works beautifully.....EXCEPT


so.....


when someone gets booked on my calendar the Zap runs 15 min after the meeting to send a "follow up" email


EXCEPT that when that appointment gets deleted, rescheduled or declined it STILL sends the email


any thoughts?




Best answer by Danvers

OK, we should be able to do this for you 🙂

After the delay step, but before the send email step, add a Find record step. Search for the record that originally triggered the Zap. Then add a filter step that looks at the stage of the record, if it’s not in the Evaluating Proposal stage, have the filter stop the Zap. 

So your Zap would look like this:

  1. New record view in Airtable (when I finish the call I move them to “Evaluating Proposal” which is a drop-down choice and that is the view I set up)
  2. Delay for: 7 Days
  3. Find record (do a new search for the record that triggered the Zap)
  4. Filter - only continue if stage = Evaluating Proposal
  5. Send Email
  6. Update Record (Airtable updates a field called “Final Follow Up Email Sent” check box)

That should work based on what you described, let us know what you think!

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    6 replies

    AndrewJDavison_Luhhu
    Forum|alt.badge.img+10

    Hi @Activecogirl

    Open the zap, go to the trigger and pull through a test event. Check the output data. Are there any fields in there that would help you identify rescheduled/declined events?


    We're Zapier Certified Experts - we help businesses do cool stuff with automation | www.luhhu.com
    ikbelkirasan
    A
    2 people like this
    • ikbelkirasan
      ikbelkirasan
    • A
      Activecogirl
    Danvers
    Forum|alt.badge.img+12
    • DanversZapier Staff
    • Zapier Staff
    • 3731 replies
    • March 4, 2020

    Also, could I ask which app/trigger you're using? That'll give us an idea of what we might be able to change 🙂


    A
    1 person likes this
    • A
      Activecogirl
    A
    • ActivecogirlBeginner
    • Author
    • Beginner
    • 6 replies
    • March 13, 2020

    Thanks for the replies! 

     

    here is how I set up the zap:

     

    1. new record view in Airtable (when I finish the call I move them to “Evaluating Proposal” which is a drop-down choice and that is the view I set up)
    2. Delay For: 3 Days
    3. Send EMail
    4. Update Record (Airtable updates a field called “Second Follow Up Email Sent” check box)

    Then I have another zap running for a final email follow up:

     

    1. New record view in Airtable (when I finish the call I move them to “Evaluating Proposal” which is a drop-down choice and that is the view I set up)
    2. Delay for: 7 Days
    3. Send Email
    4. Update Record (Airtable updates a field called “Final Follow Up Email Sent” check box)

    What I would like is that if I MOVE them out of that “Evaluating Proposal” Stage to any other stage it will turn off these emails

     

    Thanks for your help!!!

     

     

    Danvers
    Forum|alt.badge.img+12
    • DanversZapier Staff
    • Zapier Staff
    • 3731 replies
    • Answer
    • March 13, 2020

    OK, we should be able to do this for you 🙂

    After the delay step, but before the send email step, add a Find record step. Search for the record that originally triggered the Zap. Then add a filter step that looks at the stage of the record, if it’s not in the Evaluating Proposal stage, have the filter stop the Zap. 

    So your Zap would look like this:

    1. New record view in Airtable (when I finish the call I move them to “Evaluating Proposal” which is a drop-down choice and that is the view I set up)
    2. Delay for: 7 Days
    3. Find record (do a new search for the record that triggered the Zap)
    4. Filter - only continue if stage = Evaluating Proposal
    5. Send Email
    6. Update Record (Airtable updates a field called “Final Follow Up Email Sent” check box)

    That should work based on what you described, let us know what you think!

    A
    1 person likes this
    • A
      Activecogirl
    A
    • ActivecogirlBeginner
    • Author
    • Beginner
    • 6 replies
    • March 13, 2020

    ok I just realized that I gave details on a different zap but does have an issue with a similar thing happening with another zap explained above. 

     

    The one that I originally posted about is set up like this:

     

    Calendly appointment made and added to my calendar

     

    Step 1: New Event Matching Search in Google Calendar

    Step 2: Delay Until: Event Ends

    Step 3: Delay for: 15 minutes

    Step 4: Find File in google drive 

    Step 5: Gmail send email with attached file

     

    Zap works great except if the event is cancelled or rescheduled then it still sends the follow up email - I would like it to only send on events that occur on my calendar if that makes sense - any ideas?

     

     

    A
    • ActivecogirlBeginner
    • Author
    • Beginner
    • 6 replies
    • March 13, 2020
    Danvers wrote:

    OK, we should be able to do this for you 🙂

    After the delay step, but before the send email step, add a Find record step. Search for the record that originally triggered the Zap. Then add a filter step that looks at the stage of the record, if it’s not in the Evaluating Proposal stage, have the filter stop the Zap. 

    So your Zap would look like this:

    1. New record view in Airtable (when I finish the call I move them to “Evaluating Proposal” which is a drop-down choice and that is the view I set up)
    2. Delay for: 7 Days
    3. Find record (do a new search for the record that triggered the Zap)
    4. Filter - only continue if stage = Evaluating Proposal
    5. Send Email
    6. Update Record (Airtable updates a field called “Final Follow Up Email Sent” check box)

    That should work based on what you described, let us know what you think!

    So for step 3 I use the “Airtable Find Record” and then what field do I use to search?

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