How to Automate Email Notifications with Pabbly Connect and Google Sheets

Learn how to automate email notifications using Pabbly Connect with Google Sheets and Gmail. Step-by-step tutorial to streamline your workflow. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating email notifications, you need to access Pabbly Connect. Begin by visiting the Pabbly website and logging into your account. If you are a new user, you can sign up for a free account, which offers 100 tasks every month.

Once logged in, navigate to the Pabbly Connect dashboard. Here, you will find the option to create a new workflow. This is where you will set up the automation that connects Google Sheets with Gmail for sending email notifications.

2. Creating a New Workflow in Pabbly Connect

In this section, you will create a new workflow in Pabbly Connect. Click on the ‘Create Workflow’ button, and you will be prompted to name your workflow. For instance, you can name it ‘Send Emails on Status Update in Google Sheets’.

• Click on the ‘Create’ button to proceed.
• You will now see a window with options for setting triggers and actions.
• Select Google Sheets as your trigger application.

Next, choose the trigger event as ‘New or Updated Spreadsheet Row’. This means that whenever a row in your Google Sheet is updated, it will trigger the workflow. After selecting the trigger, Pabbly Connect will provide you with a webhook URL that you will use to connect Google Sheets to this workflow.

3. Connecting Google Sheets to Pabbly Connect

To establish a connection between Google Sheets and Pabbly Connect, you need to copy the webhook URL provided earlier. Open your Google Sheets document and navigate to the ‘Extensions’ menu. From there, select ‘Add-ons’ and then ‘Get Add-ons’.

Search for ‘Pabbly Connect Webhooks’ in the add-ons store. If you haven’t installed it yet, click on ‘Install’. After installation, refresh your Google Sheet. Once refreshed, go back to ‘Extensions’ and select ‘Pabbly Connect Webhooks’ followed by ‘Initial Setup’.

• Paste the webhook URL into the designated field.
• Set the trigger column to the final data column in your sheet.

After configuring the setup, click on ‘Submit’. You should see a confirmation message indicating that the connection has been successfully established between Google Sheets and Pabbly Connect.

4. Testing the Automation with Pabbly Connect

With the connection established, it’s time to test the automation. Make a change to the status of a task in your Google Sheet. For example, change the status from ‘Not Started’ to ‘In Progress’. Before making this change, ensure that you enable the ‘Send on Event’ option in the Pabbly Connect Webhooks add-on.

Once you change the status, Pabbly Connect will capture this change and trigger the workflow. You can check back in your Pabbly Connect dashboard to see if the response has been successfully captured. The data from the updated row will be displayed in the workflow.

Verify that the trigger data includes all the relevant details from Google Sheets. Ensure that the status update is reflected correctly in the Pabbly Connect workflow.

Once confirmed, you are ready to set up the action that will send the email notification to your client.

5. Sending Email Notifications via Pabbly Connect

To send email notifications, select Gmail as your action application in Pabbly Connect. Choose the action event as ‘Send Email V2’. Click on ‘Connect’ to proceed. If you haven’t connected your Gmail account yet, select ‘Add New Connection’ and follow the prompts to authorize Pabbly Connect to access your Gmail.

After connecting, you will need to map the recipient’s email address from the trigger data. This ensures that the email is sent to the correct client based on the data in your Google Sheet. Fill in the other fields such as sender’s name, subject, and email content. For example, you can set the subject as ‘Important Update on Your Task’ and customize the email body to include task details.

Map the client’s name and task details dynamically from the trigger response. Preview the email content to ensure accuracy before sending.

Once all fields are filled out, click on ‘Save and Send Test Request’. You should receive a confirmation that the email was successfully sent. Check your Gmail to verify that the email notification was received, confirming that the workflow is functioning as intended.

Conclusion

This tutorial demonstrated how to automate email notifications using Pabbly Connect with Google Sheets and Gmail. By setting up a workflow, you can ensure that your clients are always updated on their task statuses, enhancing transparency and efficiency in your business operations.