Hello Zapier Community,
I’m currently running a Zap that is intended to send personalized emails to a list of business contacts, but I’m noticing that my tasks are getting used up very quickly, causing my task limit (1,500 tasks/month plan) to be exhausted before the end of the month.
Here’s a breakdown of my automation setup:
Goal:
The objective of the Zap is to send a customized email to each contact listed in a Google Sheet, using Microsoft Outlook. Once the email is sent, the Google Sheet is updated to mark that specific contact as "Sent" to avoid sending multiple emails to the same contact.
Automation Setup:
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Trigger:
Schedule by Zapier– The Zap runs every 15 minutes to check for new contacts. -
Action:
Google Sheets - Lookup Spreadsheet Rows (Advanced)– It retrieves up to 5 rows where the status column is empty (no email sent yet). -
Action:
Looping by Zapier– Creates a loop to handle each contact individually. -
Action:
Filter by Zapier– Ensures that only rows with a blank status proceed. -
Action:
Delay by Zapier– A 30-second delay to avoid rapid email sends and potential Outlook flags. -
Action:
Microsoft Outlook - Send Email– Sends the email with a personalized message. -
Action:
Google Sheets - Update Row– Updates the status column to "Sent" after each email is successfully delivered.
Problem:
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The Zap is using too many tasks, possibly because each step within the loop is consuming tasks individually. For example, if 5 rows are processed, the number of tasks used is significantly higher than expected.
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Additionally, the delay step and the update row step may also be contributing to higher task consumption than necessary.
Questions for the Community:
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Are there any recommendations to optimize the current Zap structure to reduce task usage while maintaining the current logic?
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Would consolidating certain steps or using other apps/extensions help to lower task consumption?
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Should I consider using a different looping or batch processing method to minimize task usage?
Any suggestions or best practices would be greatly appreciated.
Thank you in advance for your assistance!
Best regards,
Giorgos --Details removed by moderator--
This post has been edited by a moderator to remove personally identifiable information (PII). Please remember that this is a public forum and avoid sharing sensitive details.
