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I want to create an automation that triggers different emails dependent on record conditions. Mainly status changes but also some with multiple conditions.

 

Automation:

Trigger - when a record matches conditions - if status not empty

Actions - If status is ‘phone interview’ then send email ‘1’

Otherwise If Status is any of Phone Interview, Forward to Site interview

and if Last Modified is 5 days ago then send email ‘2’

Otherwise If Status is any of Phone Interview, Forward to Site interview and if Last Modified is 10 days ago then send email ‘3’

Otherwise if If Status is Site interview set then send email 4

Otherwise If Status is Site interview set and if Site interview date is tomorrow then send email 5

Otherwise If Status is any of Forward to Trial, Completed interview and if Last Modified is 5 days ago send email 6

Otherwise If Status is Site Trial and if Area is any of Motor Vehicle Maintenance and Repair (Light Vehicle, Parts), Accident Repair (Multiskilled, Paint, Panel, MET, VDA, Parts) and if Trial is not empty send email 7

Otherwise If Status is Site Trial and if Area is any of Motor Vehicle Maintenance and Repair (Light Vehicle, Parts), Accident Repair (Multiskilled, Paint, Panel, MET, VDA, Parts) and if Trial date is tomorrow send email 8

Otherwise If Status is Site Trial and if Area is any of Admin and if Trial is not empty send email 9

Otherwise If Status is Site Trial and if Area is any of Admin and if Trial date is tomorrow send email 10

Otherwise If Status is Recruited send email 11

Otherwise If Status is Retain send email 12

Otherwise If Status is Reject and if Last Modified is yesterday send email 13

Otherwise If Status is Post site Reject and if Last Modified is yesterday send email 14

Otherwise If Status is Closed send email 15

Otherwise If Status is Completed send email 16

 

Goal is too use as few automations as possible. 

 

I am not sure the best way to structure this automation. Any help is much appreciated. 

 

Thanks

​@Jwatson1 

  1. Yes, you can do all of that within one Airtable automation.
  1. However, note that your trigger will need to be changed to “when a record is updated”, and you’ll need to monitor your “Status” single-select field.

    Your automation will not work if you use your current trigger of “status is not empty”, because your automation will only run ONCE — the first time you choose a status.
  1. Also, note that Airtable only allows up to 25 actions in one automation, so if you end up adding a bunch more emails, you may need to break it up into multiple automations.
  1. Additionally, since you’re doing advanced automations, you may want to look into Make’s advanced automations & integrations for Airtable.

    Make is significantly more powerful and significantly more customizable than Airtable’s automations, and it has none of the limitations of Airtable’s automations. It also integrates Airtable with 3,100 other apps.

    If you’ve never used Make before, I’ve assembled a bunch of Make training resources in this thread. For example, here is one of the ways that you could instantly trigger a Make automation from Airtable.

Hope this helps!

If you’d like to hire the best Airtable consultant to help you with anything Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

Hm, this is tricky because some of your conditionals look at the time, e.g. Trial date is tomorrow, Last Modified is Yesterday, etc, and the trigger for your automation can’t just look at the ‘Status’ field

I reckon your best bet would be to create a formula field and translate all of your business logic into one long formula that outputs ‘Email 1’, ‘Email 2’, etc (I’d recommend formatting the formula field to output select options to make life easier)

You’d then get your automation to trigger on ‘When record is updated’, pointed at that formula field, and you’d create a whole bunch of conditionals for it, e.g. ‘If Formula = Email 1, send Email 1’, ‘If Formula = Email 2, send Email 2’, etc

You’ve got 16 emails (i.e. 16 actions) and so you’d be able to put it all under one automation as that’s under Airtable’s limit of 25 actions per automation

​@ScottWorld  Thanks. If I do this: However, note that your trigger will need to be changed to “when a record is updated”, and you’ll need to monitor your “Status” single-select field.

Will it still trigger when the time conditions is met? So last modified is 5 days ago? As the status will not be changing?


Thanks  

Your last modified date would still work the same way. Create a “last modified time” field and have it monitor whichever fields you want.

- ScottWorld, Expert Airtable Consultant 

 

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