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I need help creating the zap workflow for this:

Create a Zap that triggers when a new or updated item in my Notion database called 'Influencer Deliverables Tracker' has a due date approaching (within 10 days). For each item, pull the first name from the related 'Influencer Contacts' page and the deliverable description and due date from the 'Influencer Deliverables Tracker'. Then, send an automated email from Gmail to the influencer's email (from the 'Influencer Contacts' page) with the subject 'Aeroo Reminder: Upcoming Deliverable Due'. The email body should include the influencer's first name, deliverable description, and due date.

This is what i’ve instructed the AI to do:

Create a Zap with the following steps:

  1. Trigger:

    • Trigger the Zap when a new or updated item in the Notion database called 'Influencer Deliverables Tracker' has a due date approaching within the next 10 days.

  2. Retrieve Related Data:

    • From the related 'Influencer Contacts' database, retrieve the first name and email address of the influencer.
    • From the 'Influencer Deliverables Tracker', retrieve the deliverable description and the due date.

  3. Filter the Trigger:

    • Only proceed if the due date is within 10 days of today's date.

  4. Send an Automated Email via Gmail:

    • Send an email using Gmail.
    • The To field should contain the email address pulled from the 'Influencer Contacts' page.
    • The subject of the email should be: "Aeroo Reminder: Upcoming Deliverable Due".
    • The body of the email should include the following:
      • First Name from the 'Influencer Contacts'.
      • Deliverable Description from the 'Deliverables Tracker'.
      • Due Date from the 'Deliverables Tracker'.

For example, the email body should say:

Hi iFirst Name],

This is a reminder that your deliverable, gDeliverable Description], is due on gDue Date].
Please make sure it's completed by then.

Best regards,
Aeroo.

Additional Clarifications for CoPilot:

  • Trigger: Make sure the trigger is based on the due date being within 10 days of today's date.
  • Retrieve Related Data: Use the relation between the 'Influencer Deliverables Tracker' and 'Influencer Contacts' to retrieve the influencer’s first name and email address.
  • Filter the Trigger: Ensure the Zap only continues if the due date is within 10 days.
  • Send Email: Ensure the Gmail action sends the email to the influencer using their email from 'Influencer Contacts' and includes the first name, deliverable description, and due date in the email body.

I managed to get the zap to work and was using the copilot feature to help me craft it but it wouldn’t draw any information in the email body. 


Can someone please show me the correct way to set this up? 

Cheers,
Harry

Hi @aeroo,

 

Welcome to the Community.

 

You're close to completing your Zap, but the email body isn't pulling in data correctly. To fix this, ensure the following: Set the Notion trigger for "Database Item Updated" with a filter for due dates within 10 days. Retrieve related data (like first name and email) from the 'Influencer Contacts page using Zapier's "Find Database Item" action. Add a "Filter by Zapier" step to check if the due date is within 10 days. In the Gmail action, map the email, subject, and body fields using dynamic data from Notion. If issues persist, double-check field mapping and test the connection.

 

Let us know if you have further questions. 

Hi @aeroo 👋

Did Jammer’s reply help to get the missing information mapped into the body of the email? 

Keen to ensure this gets sorted so please let us know, happy to assist further if you’re still stuck on this! 

 

Hi everyone, 

I think i’m on the right track.

I’m at this stage where i’m trying to draw the name and email address from the influencer contacts page. I’ve selected the right data base and all the correct fields are showing up. But then when i try to fill in the fields i want with the ‘name’ and ‘email address’ i’m only getting shown options and data from my ‘influencer deliverables tracker’ database. Why is this? And what are the next steps to completing the zap.

Cheers,
Aeroo

Hi @aeroo,

 

Have you tried testing your Zap? As we can see, the Zap is almost complete. Please try testing the Zap so we can see if there’s any error. Thank you.

Hi Jammer,

As mentioned in my comment above, that is where i’m up to and the problem i’m experiencing. I’m not able to run the zap as I haven’t been able to move past the problem.

Cheers,
Harry

Hi ​@aeroo,

 

The issue with mapping data from your influencer contacts database in Zapier likely stems from the trigger being set to the influencer deliverables tracker database, which limits the data shown. Ensure the correct trigger is selected, refresh fields in Zapier if recent changes were made, and verify the database connection. Once resolved, map the 'name' and 'email address' fields, test the Zap, and activate it. If the issue persists, contact Zapier support for assistance.

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