Gmail and google sheets so for the first workflow we're going to use an example spreadsheet like this which has a list of new employees that are joining it has the starting date and.
The team that are joining and with make we're going to build a workflow that's grabbing the data from that spreadsheet and sending a slack message to our office manager or anyone who's managing.
The onboarding of new employees so first we need to set up our google sheets trigger which is going to be the starting point of our scenario and that trigger is going to watch for updates on.
That spreadsheet so you select watch rows for google sheets and then connect our account so that make can process the data for us so once you hit save you'll see this.
And once your account is connected you'll see that the module loads up data that you have on your account so we'll actually be able to select a specific spreadsheet so.
In this case i want to select the employee list tutorial spreadsheet where i have the list of employees that we mentioned at the beginning then we'll select the sheet name which.
Is just the first sheet because there is no other sheets and then the limit down here is how many records we process with each run of this workflow so we can leave that as this.
The next step is selecting where do we want to start processing data so we can go and select a specific record it's going to load up like this but for testing it's good to use the all.
Option because that just makes sure that every time we run this workflow we will have data coming in for testing so we've set up the google sheets.
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Trigger that means every time a new row - Make Automate
Is added to that google sheet spreadsheet this workflow is going to be triggered and the next step is to add the action so what should happen next.In this case we can use slack and create a message because we want to send a message to somebody on our team so the next step is to connect to your slack account so for the connection type.
We can use user or bot and this just defines if the slide message should come from you as a user or from a bot as from the make app so in this case we can use bot and hit.
Save and then we'll confirm access to our slack workspace so that may can process the data and send a message in our name so in this first field we'll use select.
From the list because we want to select a specific channel or instant message for the channel type we're gonna use im channel which stands for instant message channel which is a personal message to a.
Specific user and for the user i'm just gonna find myself here because i'm testing this workflow and first i need to make sure it works fine so i'm gonna send that message to myself now for the.
Text field this is where the magic happens you see when you click that field you'll see this panel open up with the green data elements and those are data points coming from the google.
Sheets module and in this field we can compose our message and combine text and data from the spreadsheet so if we choose something like.
Hi our new marketing hire and then the name of that employee and then we're gonna say is starting on a specific date and we're going to use the.
Date from the spreadsheet
And then i'm going to add something like please prepare everything for the first day so that everything is ready thanks so this means that every time a new row.Is added to that google sheet spreadsheet this workflow is going to be triggered it's going to grab the data from the spreadsheet and then compose a message on slack that's going to combine.
The text and the data coming from that spreadsheet so the workflow setup is complete and now it's time to test it and we can do that by clicking the run once button.
Which is going to run this workflow manually just once so we can see the green check marks and that means that the workflow ran successfully.
And we can also check the details of each of the modules and it's going to show us what kind of data it processed and how it created the output so for slack we'll see that the message was.
Created with the right data and that means it's working as expected so the next step is to define the schedule of this workflow and that means how often it should run and process the.
Data for you so if you click the schedule settings you can define that the default setting is at regular intervals of 15 minutes but there's other options such as every.
Day or days of the week so if we set this up to for example every day at 9am this means that every morning it's going to check there's new rows added to that google sheets.
The final step is to use the scheduling switch to activate the scenario and this means it's going to run on the schedule that we've just defined also make sure to save your scenario so.
Once you've saved and activated some scenarios you'll be able to see them on the scenarios tab so if you go to that tab you'll see a list of your scenarios you can activate or deactivate them and.
Also see the history of their executions and any other details that you need so now let's proceed with the second workflow which is going to grab data from a gmail inbox and then store that.
Data in a google sheet spreadsheet as new rows so we're going to start with the gmail app and select watch emails so now let's proceed with connecting our account so click add and then save and.
You'll see a dialog open up where you'll select your google account and allow access so that they can process your data please note that this process applies to.
Paid google workspace accounts if you have a non-paid personal google account you will need to follow the process described on this link right here i'll also link that in the.
Description otherwise you can proceed and just as i've shown so next let's select the folder on that gmail.
It's going to be inbox and then for the filter we'll select the gmail filter which is going to allow us to put in a search phrase that we want to do so for example in this query.
Field if i type in expense report in quotation marks it's going to look for this exact phrase in the email and if it matches it's going to grab this exact email.
Now here for the maximum number of results we're defining how many emails this module should grab when this workflow is triggered so in this dialog we can select where we want to start.
Processing data and this can be from a specific date or all emails that are in there or we can also load up data from our inbox and select the first email that we want to process with this app.
So for this tutorial we're looking specifically for emails that contain the phrase expense report and that's because we want to build a workflow that grabs.
Expense report details and puts them in this spreadsheet so the expense id and the status and paid fields as well so let's continue building that workflow now we need to select the google sheets.
App and because we want to add a new row for each search email we'll select add a row next select your account or connect to it if you haven't done that before and.
This is going to load spreadsheets from your account so then you can select a specific spreadsheet so in this case i'm looking for the expense reports spreadsheet and it's going to load the.
Fields the columns from that spreadsheet we'll select the sheet and then we'll see the fields load up so when i click this html id field this is going to allow me.
To load data from the gmail module so all these red elements are coming from that red bull setting module and we can map data and that means put data from gmail.
Into the google sheets spreadsheet app and then for the status and pay fields we can type in manually something like approved and no and it's going to allow us to track those expense reports in a.
Spreadsheet of our own so the next step is to test your workflow to see if it works as expected so you can do that by clicking the run once button and this is going to.
Manually run this workflow just once we can see some green check marks telling us it was successful and if you click the speech bubbles you'll see the details of how the scenario processed.
Your data let's check the spreadsheet and we can see that the expense report details were copied in along with the text that we've defined in the module setup.
