Daily recurring reminder emails formatting

#1

Hello,

I would like to send daily recurring reminder emails to my team members. I would like the email to be formatted to include the task due and also include specific fields that I have created including multiple select fields and due date.

For example, within a table, “tasks”, I have a view which is filtered to include a single team members tasks grouped by due date and a multiple select field identifying the “importance” of a task, either “low, moderate, and high”.

I have a formula column which prints the text “send reminder” if the due date field is today’s date:

“IF({Due Date}=TODAY(), “send reminder”, “”)”

I have set up a Zapier trigger using the “scheduler” zap, which is scheduled to trigger every morning at 5am.

Next, I set up a Airtable action, “find record”, to search for the value of “send reminder” in the table.

I then set up an action for gmail to send an email to the team member.

I want to format the contents of the e-mail to contain:

The name of the tasks due today, along with multiselect categories I have created, such at the degree of “importance”, low, medium, or high, the due date, and the name of the task. I formatted the email using HTML and the “find record” embeds.

However, when I test the email, it only sends a single record, as opposed to all of the tasks that are due on that given day.

This seems like an aweful lot of effort to do such a simple and mundane task. Why has Airtable not integrated this functionality into the app yet? Is there an easier way to accomplish this using views and zapier?

Any help is so much appreciated it. This has been driving me crazy for days and I still cannot figure it out.

I know this would help many folks out there. Thanks to anyone with insight!!!

Ryan

#2

Hi there!

Zapier is set up to only trigger on one record at a time; especially using the “schedule” trigger. Compare this to a “new record in a view” trigger, where several records could appear and trigger the Zap several times in a row (but always separately).

This can quickly get complicated and confusing, but it can work. I am more than happy to help - in fact I just did this myself in a similar base where I send out weekly emails with task reminders. However, I just tried typing out step-by-step instructions and I even confused myself.

I will work on putting together an example and share it ASAP :slight_smile:

#3

OK! So here is a sample base that I hope will point you in the right direction. There is a TON of information here and I didn’t even spell everything out, so please don’t hesitate to ask questions!

This workflow makes use of two different zaps:

  1. The first zap is still triggered on a schedule, every day at 5AM. Set it up to find the record “:briefcase::briefcase::briefcase:” on the Junction table, and insert the value from the field {Alert Names}, into the linked record field {Email Alerts}. This creates new records on the [Alerts] table, which serve as the trigger for the second zap.

  2. The second zap should be triggered by a “new record in a view”, in this case, the new records on the table [Alerts], in the view “To Be Sent”. The first step of this zap should be to find the corresponding person on the [People] table using the field {Full Name} on the [Alerts] table. The second step is sending the email, and the third step should update the record on the [Alerts] table with the date sent, as well as link it back to the [People] table.

Check out the field {Tasks to Send} on the [Tasks] table. Here I’ve wrapped the fields you want in your final email within table cell tags, and then rolled them up with table row tags on the [People] table. This creates the body of HTML table that can be inserted into your email. Check out Airtable’s blog post on this here (I was one of the March formula contest winners with this submission - thanks Airtable! :slight_smile: )

The email body in your zap should look something like this:

<table border="0" cellpadding="1" cellspacing="3" class="table" style="width: 100%;">
<tbody>
<tr>
<td><b>Task</b></td>
<td><b>Description</b></td>
<td><b>Importance</b></td>
<td><b>Due Date</b></td>
</tr>

***Rollup field {All Tasks Due Today} from [Alerts] table****

</tbody>
</table>

Final table mock-up:

I hope this is helpful! Happy to explain further :slight_smile: